12838 100 ideas book

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					                   INTRODUCTION

For 100 years, Smead has been providing innovative
products that organize and simplify your life. Because of our
long service to the office products industry, we understand
the ever-increasing need for better efficiency and productivity
in the workplace. In celebration of our Centennial anniversary,
we are sharing within this booklet 100 Ideas for Better
Organization to help you take charge with solutions and
strategies that make a difference.
The sections of this booklet are divided into the types of
organizing challenges you face in managing your workday.
Like using time and space effectively, getting paperwork
processed and keeping on top of electronic data. Plus, there
is a bonus section on great ideas for managing paper and
information at home.
To make it easy for you to find the ideas you need the most,
each category section has groupings of ideas around a
common theme such as To Do Lists, Keeping Focus and filing
information while On The Go. Each idea is titled so you can
quickly scan the booklet when you just need help managing
active paperwork or only want to review effective tips for
handling email responses.
Since half the success in organizing comes from having the
right tool, many of the ideas feature Smead product solutions
which you can find through your local office products reseller.
Some products may be new to you, so you’ll want to check
them out at Smead.com, where you can see product
pictures, read descriptions and find item numbers to help
you in ordering.
While at the website, you’ll see a link to
SmeadOrganizingU.com, our online learning center, where
you can take free classes on a variety of organizing topics
for work and home. Also at Smead.com you’ll find articles
on organizing topics written by professional organizer Louise
Kurzeka. Louise was our source for bringing to light the
best ideas for this booklet and then distilling them into an
easy-to-use format. We also want to acknowledge the
contributions of Smead employees and the NAPO organizers
who shared their best thoughts so you can think organized.
We hope this booklet will become a well-used resource and
motivator for introducing ideas that boost your productivity.
So keep it handy and save time finding the right solution
when the next organizing obstacle arises.


About Louise Kurzeka:
Louise Kurzeka, co-founder of Everything’s Together®, has been helping
business and individual clients clear clutter and improve productivity for
fourteen years. Her corporate clients include Medtronic, Qwest and Wells
Fargo and she has an ongoing consulting relationship with Smead
Manufacturing. She has written for the Smead.com website as well as many
publications, including the book, How to Organize Just About Everything.
A seasoned speaker, Louise has been a favorite of audiences at 3M, Best Buy
and Super Valu for her motivational and upbeat style. She is a Golden Circle
member of the National Association of Professional Organizers, founding
member of the Minnesota Chapter of NAPO and is a member of the National
Study Group on Chronic Disorganization.




                        Smead Manufacturing Company
                                has been a



                                since 1991.




                            smead.com
INDEX TO SMEAD’S 100 IDEAS
NO TIME LIKE THE PRESENT: TIME MANAGEMENT
            Planning.................................................
            1    ESTIMATING TIME NEEDED FOR TASKS
            2    SCHEDULING PLANNING TIME
            3    PLANNING FOR THE NEXT DAY
            Calendars................................................
            4    CHOOSING THE RIGHT CALENDAR TOOL
            5    COLOR MY WORLD
            Schedules and Checklists............................
            6    SUPPLY CHECKLIST
            7    MANAGING ROUTINE PAPERS
            8    EQUIPMENT AND FURNISHING MAINTENANCE
                 SCHEDULE
            9    FORMS ON FOLDERS
            Working Smarter and Faster........................
            10 UPDATING TECHNOLOGY
            11 QUICK TASK LIST

    GETTING THINGS DONE: TASK MANAGEMENT
            To Do Lists............................................
            12   EFFECTIVE LIST STRATEGIES
            13   WORKING EMAIL AND VOICEMAIL INTO YOUR DAY
            14   WHICH TOOL IS BEST: ELECTRONIC VS. PAPER
            15   DAILY ROUTINES
            16   CLOSING YOUR DAY
            17   USING TIME LIMITS TO STAY ON TRACK
            Focus on What’s Next................................
            18 USING TIMERS AND PROMPTS
            19 WHEN YOU WORK FROM HOME
            Drop-in File Systems.................................
            20 HOMES FOR DAILY TASKS
            21 PREPPING FOR TAX SEASON
FOR BETTER ORGANIZATION
GETTING THINGS DONE: TASK MANAGEMENT
Interruptions..............................................
22 STAYING ON TRACK THROUGHOUT THE DAY
23 AVOIDING INTERRUPTIONS

PAPER MANAGEMENT: CONQUER THE CLUTTER ZONE
The Mail and Other Paper Information .........
24   MANAGING MAIL
25   READY YOUR READING MATERIAL
26   CREATE A MASTER BINDER
27   EMPLOYEE START-UP KIT
28   EMPLOYEE PERFORMANCE INFO
29   PREVENT IDENTITY THEFT
30   CONSOLIDATE INSURANCE DOCUMENTS
31   CONTAIN INSTRUCTION MANUALS
Active Files.............................................
32 ACTIVE PAPERWORK
33 WORKSPACE FILE SOLUTION
34 TRAVEL DOCUMENTS AND RECEIPTS
Projects.................................................
35   PROJECTS THAT GROW
36   PAPERWORK FOR BUDGETS
37   BUILDING AND REMODELING PROJECTS
38   PROJECTS WITH MULTIPLE CONTRIBUTORS
39   COLOR-CODING HOME PROJECTS
Keeping Focus..........................................
40 MANAGING LOOSE NOTES
41 MULTIPLE PROJECTS IN PROCESS




              Keeping You Organized
INDEX TO SMEAD’S 100 IDEAS
  DOCUMENT MANAGEMENT: FOOLPROOF FILING
           Getting Ready.........................................
           42   CHOOSING A FILE STRUCTURE OR INDEX
           43   FILE SIZE MATTERS
           44   WHAT AND HOW TO PURGE
           45   MANAGING FILING SUPPLIES
           46   THE RIGHT FOLDER FOR THE JOB
           47   DECIDING ON FILE CATEGORIES
           48   USING COLOR-CODING
           49   LABELING HOW-TO’S
           50   MANAGING SENSITIVE INFORMATION
           In The Drawer..........................................
           51   STRAIGHT-LINE FILING
           52   PERSONAL FILES AT WORK
           53   HOW MANY IS TOO MANY
           54   AVOIDING LOST DOCUMENTS
           55   PREPARE FOR LONG-TERM STORAGE
           On The Shelf...........................................
           56 SPACE SAVING EQUIPMENT
           57 FIND FILES QUICKER
           On The Go..............................................
           58 MANAGING LOOSE ITEMS IN FOLDERS
           59 PORTABLE FILE STORAGE
           60 KEEPING FILES ORGANIZED IN A BRIEFCASE

SPACE MANAGEMENT: A PLACE FOR EVERYTHING
           Tools/Equipment/Supplies.........................
           61   STATIONERY STATIONS
           62   EQUIPMENT PLACEMENT
           63   INCREASE HORIZONTAL SPACE FOR EQUIPMENT
           64   BULLETIN BOARDS
           65   DRAWERS GALORE
FOR BETTER ORGANIZATION
SPACE MANAGEMENT: A PLACE FOR EVERYTHING
Cabinets and Shelves..................................
66 MAKE THE MOST OF FILING SPACE
67 MAKING BOOKSHELVES WORK
68 CREATING PERMANENT HOMES
Location, Location, Location......................
69   THE IDEAL OFFICE LAYOUT
70   HOME OFFICE HOW-TO’S
71   MAKING THE MOST OUT OF DESK SPACE
72   RIGHT BRAIN OFFICE VS. LEFT BRAIN OFFICE
73   THE ZONE APPROACH
74   ORGANIZING ERGONOMICS

ELECTRONIC INFO MANAGEMENT: COMPUTE THIS
Email Inbox..............................................
75   DAILY MESSAGE MANAGEMENT
76   PRIORITY EMAILS
77   EFFECTIVE EMAIL REPLIES
78   MANAGE INBOX MESSAGE COUNT
Document Storage....................................
79 PROTECTING ELECTRONIC INFORMATION
80 ORGANIZING ELECTRONIC FILES
Software/Computer...................................
81 UPDATING SOFTWARE
82 DECLUTTERING SOFTWARE
83 TRACKING COMPUTER PROBLEMS
Websites..................................................
84 INTERNET IDS AND PASSWORDS
85 WEBSITE PRINTOUTS
86 WEBSITE BOOKMARKS
Contact Information Management...................
87 KEEPING CONTACT LIST CURRENT


                    smead.com
  INDEX TO SMEAD’S 100 IDEAS
 ON THE HOME FRONT: MAKING IT WORK AT HOME
              Mail Call............................................
              88   READING MATERIAL
              89   SIMPLIFY BILL PAYING
              90   ORGANIZING INVESTMENT INFORMATION
              91   CUT DOWN ON JUNK MAIL
              Family Life ..........................................
              92   MASTER LISTS MAKE LIFE EASY
              93   USING A FAMILY CALENDAR
              94   MANAGING KIDS’ MEMORABILIA
              95   MANAGING KIDS’ ACTIVE PAPERWORK
              Miscellaneous Papers.............................
              96   MAGAZINE AND NEWSPAPER CLIPPINGS
              97   PAPER CLUTTER SORTING
              98   MAKE COUPONS AND OFFERS HANDY
              99   MANAGING PURCHASE RECEIPTS
             100   VISITOR’S MANUAL FOR GUESTS

GLOSSARY OF SMEAD PRODUCTS USED IN THIS BOOK
              1-31/JAN-DEC EXPANDING DESK FILE
              ACTI-FILE™ DESKTOP FILES / MANAGER CASE
              ANTIMICROBIAL EXPANDING WALLET
              ANTIMICROBIAL FOLDER
              ARRANGE® FILE ORGANIZATION SYSTEM
              A-Z DESK FILE/SORTER
              A-Z EXPANDING FILE
              BOX BOTTOM HANGING FOLDER
              CLASSIFICATION FOLDER
              CLASSIFICATION FOLDER WITH POCKET-STYLE DIVIDER
              COLORED FOLDER
              COPY CLAW®
              DESKTOP SET
              END TAB PREMIUM EXPANDING FILE
              FASTENER FOLDER
              FILE-BAR™
              FILE GUIDE
FOR BETTER ORGANIZATION
GLOSSARY (CONTINUED)
HANGING CLASSIFICATION FOLDER
HANGING FOLDER
HANGING POCKET
HEAVY DUTY FILE BACK WITH FASTENER
HOUSEHOLD ORGANIZER
INTERIOR FOLDER
OPEN ROLLING FILE
ORGANIZER FOLDER
OUT GUIDE
PARTITION WALLET
POCKET FOLDER WITH FASTENER
POCKET PORTFOLIO
POLY HANGING EXPANDING FILE
POLY PAD FOLIO
POLY PRIVACY ENVELOPE
POLY PRO II PAD FOLIO WITH EXPANDING FILE
POLY PROJECT JACKET
POLY RETENTION JACKET
POLY SECURITY ENVELOPE
POLY TRANSLUCENT SLASH JACKET
PREMIUM EXPANDING FILE
PRESSBOARD FOLDER
PROJECT JACKET
PROJECT LIST DIVIDER
RETROSPECT® 13-POCKET ACCESSORY ORGANIZER
RETROSPECT® HANGING FOLDER
RETROSPECT® PHOTO ENVELOPE
ROTARY FILE CABINET
SELF-ADHESIVE VINYL POCKET
SLASH JACKET
SLIDE-BY FILE MOBILE FILE CABINETS
VIEWABLES® LABELING SYSTEM
WALLET
WATERSHED®/CUTLESS® FOLDER
WORKSPACE FOLDER
WORKSPACE POLY CD JACKET



          Keeping You Organized
NO TIME LIKE THE PRESENT:
Planning .................................................
               1   ESTIMATING TIME NEEDED
                   FOR TASKS
                   Do you keep running past your planned deadlines
                   for getting things done? Most of us think we can
                   get more done in less time. To be more realistic
                   follow these ideas for estimation success.
                   • For one week, note how much time you think you need to
                       accomplish each task on your To Do list.
                   •   As each task is completed, jot down the actual time it took to get it
                       done. Calculate the differences from actual to planned time and
                       highlight the overages. Store the week’s To Do lists in a Smead
                       Slash Jacket for quick retrieval.
                   •   When planning each day’s To Do list in the next week, refer to
                       the previous week’s history and realistically adjust time estimates
                       for tasks. Continue to recap until your time estimation skills are
                       on target.


               2   SCHEDULING PLANNING TIME
                   Planning for success requires successful planning,
                   so scheduling planning time for meeting yearly
                   business goals on a quarterly, monthly and weekly
                   basis needs to be a priority.
                   • Get into the habit of setting aside a routine time for planning
                       sessions. You’ll be less likely to forget if you keep the phrase first
                       things first in mind. Use the first day of the quarter, month and
                       week as your planning day. Note these dates on your calendar
                       as reminders.
                   •   Set up a colored Smead Classification Folder Two-Divider Style
                       labeled Current Year’s Goals to hold ideas, notes and goal/objective
                       recaps. Label the sections Quarter, Month and Week, and use the
                       fasteners to hold plans and results over time for easy comparison.
TIME MANAGEMENT

3   PLANNING FOR THE NEXT DAY
    Ever finish your workday thinking it was just a
    string of random tasks with intermittent crises?
    You’ll stay more focused through the day and still
    handle the unexpected when you take time to
    plan ahead.
    • Save 15 minutes at the end of the workday to create a To Do list for
        the next day. Review your calendar for meetings and deadlines, and
        then add in tasks that remain undone from the day.
    •   Next, re-file any open documents or project files left out on your
        desktop. Putting them away ensures you will find them again easily.
    •   Last, gather up and store loose pens, highlighters and other
        supplies used during the day. Check to see if any items
        need replenishing.


Calendars ..................................................
4   CHOOSING THE RIGHT
    CALENDAR TOOL
    When it comes to calendars, knowing we need
    one is the easy part. The difficulty comes in
    choosing the right one for you from the wide
    variety available.
    • If your company has a networked electronic calendar system such
        as Microsoft Outlook, life will be easier if you join in. Plan
        commitments and meetings using the tools available and print out a
        daily schedule for quick reference and portability.
    •   If your workday is often spent away from the office or traveling out
        of town, using a Personal Digital Assistant (PDA) calendar may be
        the best choice. No matter where you are, your calendar is just a
        few taps on a screen away.
    •   If you just can’t get on the technology bandwagon, then a traditional
        planner/calendar is the best choice. Choose one with either
        monthly/daily or monthly/weekly pages so you can get both a
        big picture overview of your schedule and the fine details of
        hour-by-hour activities.




                         smead.com
NO TIME LIKE THE PRESENT:

              5   COLOR MY WORLD
                  A meeting here, appointments there and several
                  presentations spread all over. A typical calendar
                  can look like a sea of commitments, no one
                  different from another. Make it easy to tell
                  them apart by using color-coding for key
                  calendar entries.
                  • Select specific colors to signify repeat activities in your calendar.
                      For example, blue for staff meetings, pink for projects and green
                      for presentations. Make a key using an index card and keep it close
                      to your PC or planner.
                  •   When posting a commitment or deadline, color-code entries
                      according to your key. For an electronic entry, use the label function
                      to color block. For a paper calendar, use highlighters kept handy
                      with your planner.


Schedules and Checklists ............................
              6   SUPPLY CHECKLIST
                  Tired of wasting time paging through the supply
                  catalog each time you run out of refills or are low
                  on ruled paper? You’ll save time by creating a
                  checklist of the supplies and products you
                  regularly order.
                  • After reviewing the past several months’ supply orders, create an
                      electronic document listing frequently purchased items, including
                      code numbers, color selections and price breaks. Print a copy to
                      keep in a Smead Poly Project Jacket that is located with other
                      reference materials such as directories.
                  •   As you run low on a supply item, note it on the checklist and once a
                      week review the list. If needed, put in a requisition or plan your
                      shopping trip to an office supply store.
TIME MANAGEMENT

7   MANAGING ROUTINE PAPERS
    You are ready to put together the monthly
    newsletter but can’t find all those jottings you’ve
    been gathering to create it. Organizing notes and
    papers that need follow-up on specific days is
    easier than you think.
    • Place a Smead 1-31/Jan-Dec Desk Expanding File on your
        desk. As papers cross your desk, determine what date you need
        to address them to meet deadlines. If the date is in the current
        month, file the papers in the appropriate date of the 1-31
        section. If for an upcoming month, place in the correct monthly
        section.
    •   Each morning pull out any papers stored in that day’s slot and add
        the task to your daily list. At the end of the month, move papers
        held in the next month’s slot to the appropriate date of the 1-31
        section, based on the deadline.


8   EQUIPMENT AND FURNISHING
    MAINTENANCE SCHEDULE
    No office plans for the printer to break down
    or a chair leg to bust. But when they do, we’re
    often faced with the need to schedule routine
    maintenance and assessments of the equipment,
    fixtures and furnishings of the workplace. Avoid
    being blindsided and develop schedules to keep
    your office up and running.
    • Assign a category of items to be reviewed for each of the 12
        months of a year. For example, in January look at purging out
        common file cabinets, in March schedule furniture cleaning and
        repairs and in May have lighting fixtures examined.
    •   Create and print out a document with a list of all the tasks that
        need attention by month. Contain the list in the front of a
        Smead Poly Hanging Expanding File labeled January through
        December. File vendor contact info and copies of previous years’
        service receipts for reference in the appropriate monthly slots.




                Keeping You Organized
NO TIME LIKE THE PRESENT:

      9   FORMS ON FOLDERS
          Do you keep on reinventing the wheel each
          time you write out steps in a routine workflow
          process? Save time by having your own forms
          printed on Smead file folders for better
          project management.
          • Create a list of all process and workflow performed routinely such
              as purchases, work orders, client services and the like. Gather
              existing forms and review for changes and updates.
          •   Make an electronic file of the updated forms then contact your
              Smead Sales Representative to order folders with the forms printed
              on them. Consider using color to highlight key information on the
              folders such as customer ID number.
TIME MANAGEMENT
Working Smarter and Faster ........................
10 UPDATING TECHNOLOGY
   Are the pads of your fingertips worn down
   from constant finger drumming while waiting
   to download internet files or print email
   attachments? You and your company may not
   be aware that the slow, out-of-date equipment
   in use wastes time, steals focus and saps
   productivity. It’s time for a reality check!
   • Determine the amount of time each day lost to slow or
       malfunctioning equipment by keeping a time log next to your PC.
       A Smead Poly Pad Folio will make it easy to find this ongoing list.
   •   After a week of notations, calculate how much of your work time
       was lost and translate it to the dollar amount of your wages lost.
       Multiply by 52 to determine an annual loss cost.
   •   Compare the lost time cost to the cost of replacing the outdated
       equipment. You’ll be surprised at how quickly you and your
       company will recover the purchase price with improved productivity.


11 QUICK TASK LIST
   How many times have you literally wasted the 5
   or 10 minutes before a meeting starts or while a
   slow printer pumps out your presentation? You
   can make the most of these bits and pieces of
   time with a plan.
   • Brainstorm a list of quickly completed tasks, such as restocking
       supplies, disinfecting the desktop and phone, even deep relaxation
       breathing. Make sure each task can be completed in under 10
       minutes and requires no more than two steps.
   •   Keep the list in a Smead Workspace Folder labeled Quick Tasks
       Time Fillers. The next time there is an opportunity of filler time, pull
       out the list and knock off one of the tasks.




                         smead.com
          GETTING THINGS DONE:
To Do Lists ............................................
              12 EFFECTIVE LIST STRATEGIES
                  We all know that successful people use them
                  everyday. So what keeps some of us from getting
                  into the daily To Do list habit? The right strategies
                  can make a difference.
                  • Choose a tool to hold the list that stands out or is different
                      from other papers on your desktop. A Smead Poly Pad Folio is
                      a good choice.
                  •   Note deadlines on tasks next to your list entries to help prioritize
                      time and order for completion. Be sure to break projects down into
                      specific steps so your To Do list is realistic. A Smead Project List
                      Divider in the project’s file can be a helpful tool in listing and
                      selecting steps for your To Do list.
                  •   When in meetings, highlight follow-up tasks on your notes so you
                      can transfer them to your To Do list when returning to your desk.


              13 WORKING EMAIL AND VOICEMAIL
                 INTO YOUR DAY
                  Are you addicted to constantly checking for email
                  and voicemail messages no matter where you are?
                  It may be time to go cold turkey and manage these
                  communication tools differently.
                  • Set up three to four specific times in your workday to review new
                      messages. Respond with a quick yes, no or thanks when possible.
                  •   For those messages that require more thought for a response, add
                      the task to your To Do list. Set aside a couple blocks of time in your
                      day for responding to the messages.
                  •   Turn off the auto function that alerts you to new incoming messages
                      by phone or computer. The distraction and loss of focus outweighs
                      the value of knowing a new message has come in.
TASK MANAGEMENT

14 WHICH TOOL IS BEST:
   ELECTRONIC VS. PAPER
   With so many new gadgets and software
   applications it can be hard to choose between
   an electronic To Do list and the tried-and-true
   paper-based one. Asking some key questions
   can help.
   • Are you are a minimalist who is bothered by papers, clutter and
       such left out on your desk? Are you comfortable using a computer
       or are you the first to seek out new electronic solutions? Then
       using an electronic To Do list is for you. Just make sure you
       have a method for portability, either a synchronized PDA or a
       printed version.
   •   Is your motto out of sight, out of mind? Do you process information
       more easily when you write it down? Then paper is your To Do list
       tool of choice. Select a calendar planner system that can hold
       commitments as well as plans for tasks.


15 DAILY ROUTINES
   Even with a good To Do list, you may find it
   challenging to get everything accomplished in
   your workday. Establishing a routine can keep
   you on course.
   • Set aside planned intervals to check email, voice mail and snail mail
       throughout the day. Choose times of the day when you need a
       break from processing work.
   •   When you open any type of mail, act on quick tasks (five minutes or
       less) right away. Plan other tasks into your schedule and file the
       document until ready to handle.
   •   Group like activities as a block in your schedule; for instance, phone
       calls to return, mail items to read or meeting preparation.




               Keeping You Organized
GETTING THINGS DONE:

 16 CLOSING YOUR DAY
    You don’t have to be the ultimate neat freak
    to appreciate starting your day with a clean
    workspace. To get that fresh start desktop, take
    15 minutes at the end of your day to follow a
    “back to order” checklist.
    • Make notes on work in progress to remember where you left off
        and what step is next.
    •   File papers away into their appropriate folders and place them in
        cabinets, drawers and racks.
    •   Change your voicemail message if necessary, especially if you will
        be away from your office the next day.
    •   Recap the day's To Do list and carry over unfinished items to the
        next day’s list.


 17 USING TIME LIMITS TO STAY
    ON TRACK
    If only you had all day to work on that project,
    then it would be perfect! Reality is, we have to
    limit time spent on each task in order to get
    through the day’s list.
    • When you set out to work on a report, proposal or project, decide
        up front how much time the task is worth, not just how long you’d
        like to spend on it.
    •   As you reach your predetermined time limit for a task, freeze your
        work and tie up loose ends so you can move on to the next thing.
TASK MANAGEMENT
Focus on What’s Next ..................................
18 USING TIMERS AND PROMPTS
   Ever get so lost in a project you even forget to go
   to lunch? You’ll be more likely to stay focused
   through the day if you use a reminder tool.
   • Set the alarm function on your computer to remind you of recurring
       daily actions such as reporting deadlines or mail pickup.
   •   Use a watch or free-standing timer to set prompts each morning,
       specific to that day. Review your calendar and To Do list, then select
       reminder times for meetings, appointments or other key events.
   •   If you get easily distracted from priority work, set a timer to go off at
       the top of each hour. When you hear the timer, ask yourself “Is this
       the best use of my time right now?” If not re-shift your focus.


19 WHEN YOU WORK FROM HOME
   Distractions are multiplied when your office is in
   your home. Besides ringing phones and urgent
   emails, interruptions on the homefront can come
   from kid commotion, household duties and
   neighborly visits. Keep home life from invading
   your work by following a few guidelines.
   • Use a closed office door as your signal to others that you are
       currently unavailable. If your workspace is open to other rooms,
       post signs to remind family and friends you are working.
   •   Schedule time in your non-working hours for household
       responsibilities so you won’t be diverted in the workday.
   •   Set rules for the family so they know the boundaries for interrupting
       you in the workday.
   •   Avoid using a two-line phone at your desk that also rings the home
       phone line. The incoming call is a distraction even if you don’t
       pick it up.




                         smead.com
          GETTING THINGS DONE:
Drop-in File Systems .................................
              20 HOMES FOR DAILY TASKS
                  Do you ever find yourself digging through stacks
                  of papers to locate the document you are ready to
                  tackle? Creating an action file system will save
                  time and frustration in your workday.
                  • Set up a Smead Premium Expanding File on the corner of your
                      desk, to hold paper documents requiring action. Label sections with
                      descriptions of the action needed. For example, To Do, Pending,
                      Waiting for Follow-up, To Pay, Expenses to Reimburse, Talk to
                      Boss/Staff, Standing Meetings and Projects by name.
                  •   When sorting action papers, place in the applicable action slot after
                      logging the task in your calendar/planner.


              21 PREPPING FOR TAX SEASON
                  January first isn’t just the start of a new year.
                  It also signals the annual panic attack that
                  accompanies getting ready for tax filing. Get a
                  jump on tax preparation by setting up a system
                  that manages the paperwork throughout the year.
                  • Place a Smead Premium Expanding File in a file drawer. Label
                      the pockets to hold the typical categories of information you’ll need.
                      For example, W-2s and 1099s, investment and interest income,
                      mortgage interest, charitable contributions, educational/childcare
                      receipts and IRA/SEP contributions. Use last year’s return to help in
                      labeling.
                  •   File documents into sections as you encounter them throughout the
                      year. When it’s time to head off to the accountant, just secure the
                      cover and transport the documents.
TASK MANAGEMENT
Interruptions ................................................
22 STAYING ON TRACK THROUGHOUT
   THE DAY
    Spending too much time trying to recapture your
    thoughts after an interruption? You can easily get
    back on track using a little preparation.
    • When the phone rings or a person steps into your office, take a
        moment to write down your last thoughts on the work in progress
        before you address or engage the interruption.
    •   After handling the interruption, review where you left off. Now you
        can quickly jump back in without backtracking.


23 AVOIDING INTERRUPTIONS
    Ever feel like your work day is fueled by a string
    of interruptions? Urgent or not, these time
    bandits can make it difficult to get work done.
    • When interrupted, assess right away if the issue can be handled
        within five minutes. If so, go ahead and deal with the interruption.
        If not (and if it isn’t urgent), schedule a time in your calendar later
        in the day to discuss the issue.
    •   Set regular times in your calendar to meet with colleagues,
        supervisors and subordinates. This way multiple questions and
        problems can be discussed at one time.
    •   Send out a weekly project update electronically to avoid repeating
        the same conversation with co-workers and teammates.




                 Keeping You Organized
          PAPER MANAGEMENT:
The Mail and Other Paper Information ..........
            24 MANAGING MAIL
               Ever come back from lunch to find messages
               taped to your computer monitor, reports dumped
               on a chair and incoming letters residing on top
               of your current project? Keep today’s mail
               from becoming tomorrow’s pile with a clearly
               designated location for handling all incoming
               information and mail.
               • In a cube space, install a drop-over wall pocket labeled In Box.
               • A single desktop tray is a good choice when there is adequate flat
                   space on a credenza or book case.
               •   If heavy catalogs and bulky reports make up your mail call, try
                   gathering them in a large-capacity wire basket.
               •   Use a wall pocket labeled Urgent so staff can sort out critical
                   papers from garden-variety mail.
               •   Let mail stay in the incoming spot until the set times in
                   your schedule for opening and sorting it into your paper
                   management system.


            25 READY YOUR READING MATERIAL
               Has your stack of periodicals, event flyers and
               magazines grown high enough to use as an end
               table? Then it’s time to put open wall space to
               work by corralling that reading material into wall
               attached magazine holders.
               • Sort reading material by subject or source, then place in a labeled
                   rack. For instance, place journals in one and conference and
                   training options in another.
               •   Make sure to grab a publication or two when heading out the door,
                   so as to make the most of waiting time at airports, appointments
                   and off-site meetings.
CONQUER THE CLUTTER ZONE

26 CREATE A MASTER BINDER
   Hard to get your hands on forms and resource
   material quickly? Cut through the paper chase by
   creating master binders for frequently used forms
   and how-to’s.
   • Group active resource information around usage topics such as
       software shortcuts, emergency plan and process procedures.
       Place a supply of Smead Project Jackets into an oversized
       binder to use in containing the designated topic groups. Label
       each jacket with the subject name.
   •   Store the binder close at hand on a bookshelf, so it can be
       quickly referenced when working at your PC or when multiple
       copies are needed.


27 EMPLOYEE START-UP KIT
   No need to scramble for documents, forms
   and information when prepping for your new
   employee’s orientation. Create a portable employee
   start-up kit that contains everything you’ll need
   to get that rookie ready to go in the office.
   • Sort and stack into groupings all the materials needed for
       distribution to a new employee. Include tax forms, benefit
       information and organizational structure.
   •   Label sections of a Smead Partition Wallet for each of the pieces
       you’ve identified. Place papers in the appropriate sections.
   •   Create starter sets by collating one item from each of the
       labeled sections. Secure in a Smead Project Jacket and store
       the sets in the first few sections of the partition wallet.
   •   Keep the partition wallet in the Employees category of your file
       drawer, ready for distribution to your next hire.




                        smead.com
PAPER MANAGEMENT:

28 EMPLOYEE PERFORMANCE INFO
   The trouble with filing papers on employee
   performance is that they tend to look the same
   year after year, making it all too easy for wrong
   year forms to co-mingle. Get those documents
   ordered by using a Smead Classification Folder.
   • Choose a classification folder with enough divided sections to
       accommodate anticipated paper storage. If additional employee
       documents will be stored in the folder, label sections as needed for
       salary history, original application and formal communication.
   •   Each time a new performance evaluation is created, place it in the
       appropriate two-prong fastener section on top of the most current
       information. Evaluations can now easily be referenced while the
       papers stay intact and in chronological order.


29 PREVENT IDENTITY THEFT
   You may not know it but your daily mail is ripe for
   the pickens by identity thieves. Taking
   precautions and following some simple guidelines
   can keep your sensitive information safe.
   • When opening mail, immediately shred all credit card and financing
       offers you do not want. To cut down on pre-approved offers, call
       the opt-out phone line of the major consumer credit bureaus at
       1-888-5-OPTOUT.
   •   Avoid using your personal mailbox for outgoing letters and
       payments. Instead drop them off at a post office or postal collection
       box. If you’ll be away from home and unable to retrieve mail
       promptly, call the US Postal Service at 1-800-275-8777 to request
       a vacation hold.
   •   Be aware of closing cycles for credit cards and checking accounts.
       Missing bills and statements may be a signal that a thief has
       changed the mailing address of your account.
   •   Never keep credit card, banking, investment or other personal
       documents at work. These materials are vulnerable to everyone who
       has access to your desk — day and night.
CONQUER THE CLUTTER ZONE

30 CONSOLIDATE INSURANCE
   DOCUMENTS
   Trying to keep track of multiple types of insurance
   documents all in one folder? It can be a challenge
   to retrieve just one piece of information when a
   file is swimming with renewals, letters and
   updates.
   • Set up a Smead Classification Folder with Pocket-Style
       Dividers for each policy the business owns. Use the inside
       cover of the folder for containing the policy number along with
       agency contact information.
   •   Label sections by the type of information; for example, premium
       statements, claims and correspondence. Store documents in
       chronological order with the most current information on the top of
       each fastener section.
   •   To secure claim damage photographs, photo CDs and other loose
       items, place them in the pocket dividers, labeling the outside of the
       pocket as to the contents.


31 CONTAIN INSTRUCTION MANUALS
   It seems you can never get your hands on an
   instruction manual when the copier goes kaput
   or the fax machine is on the blink. Save time and
   frustration by storing How To booklets so they are
   ready to use when glitches occur.
   • For copiers, printers, fax machines and scanners located in
       common office areas, store manuals in labeled translucent
       wall pockets placed near each machine.
   •   Use a file drawer and Smead File-Bar™ catalog holders to store
       computer software, hardware and other office machine manuals
       for equipment that is located in your cube or office.
   •   If short on both wall and file drawer space for storing manuals,
       use a Smead Workspace Folder or an End Tab Premium
       Expanding File placed in a bookcase or on a shelf.




               Keeping You Organized
             PAPER MANAGEMENT:
Active Files .............................................
               32 ACTIVE PAPERWORK
                   While creating a To Do list will make sure you take
                   action on important tasks, you still need a home
                   for holding the paperwork, so you can find it
                   easily when needed.
                   • Sort active papers into piles that reflect the action you need to take.
                       Examples include: To Do, Pending, Waiting for Follow-up, To Pay, To
                       Call, To Write, To Read, To Enter and To File.
                   •   Place either a wire step file or a Smead Premium Expanding File
                       off to one corner of your desk. For the step file, label long-lasting
                       Smead Colored Folders for your action categories. For the desktop
                       file, label the tabbed sections for the action categories you will use.
                       File the papers from your categorized piles into the appropriate
                       folder or section, until the related task pops up on your To Do list.


               33 WORKSPACE FILE SOLUTION
                   Are you hung up on hanging file folders? You can
                   cut down on bulk and improve flexibility for filing
                   information when you choose Smead Workspace
                   Folders to organize large categories of files.
                   • Establish a folder color for each grouping of information you have.
                       For example, blue for client files, green for vendors and yellow for
                       product information. Use the Smead Viewables® Labeling System
                       to create color-coded labels for both the top and side of each
                       Workspace file.
                   •   Designate the location in your cube for holding the file categories
                       depending on their stage of process. For instance, place current
                       client files in the desktop organizer, recent client files in an
                       overhead cube shelf and past clients in an archive file drawer.
                       Move files from one location to the next as time or a stage passes.
CONQUER THE CLUTTER ZONE

34 TRAVEL DOCUMENTS AND RECEIPTS
   It’s time to head to the airport but your travel
   documents are hidden somewhere on your desk.
   Instead of searching for buried treasure, set up a
   system that will get you on the road to success.
   • Whenever new business travel information crosses your desk,
       set up a trip file right away. Label a Smead Pocket Folder with
       Fastener with the trip name and location and store it with other
       active files. Add confirmations, itineraries and tickets as they are
       generated.
   •   When the travel day arrives, stow the trip documents folder in an
       outside zippered pocket of your briefcase or carry-on bag. This
       will make it easy to find various documents as they are needed
       through your trip.
   •   Store trip expense receipts in the folder as well so they are all in
       one place when you return to the office and are ready to submit
       expense paperwork.




                         smead.com
             PAPER MANAGEMENT:
Projects .................................................
               35 PROJECTS THAT GROW
                   The trouble with projects is they usually end up
                   in a different place than where they started. And
                   while the project grows and changes, so does the
                   accompanying paper. It’s easy to tame those
                   blossoming project files with the right tool.
                   • For projects that grow around just one topic, a Smead Pressboard
                       Folder is a good choice. The heavyweight capacity can handle up to
                       2" of paperwork, making it ideal for multiple revisions of reports and
                       plans.
                   •   If the project has multiple focus areas, then choose a Smead
                       Organizer Folder. The four divided sections can handle the bulk
                       of revisions and still keep papers separate.
                   •   As the timeline for a multi-phase project moves on, it can signal the
                       need for transferring paperwork to a Smead Premium Expanding
                       File (without flap). With twelve pocketed sections of 1-3/4" capacity,
                       growing documents can easily be stored in a drawer or on a
                       desktop.
                   •   If you think the project will generate many topic areas with varying
                       bulk of paperwork, using Smead Hanging Folders with Interior
                       Folders will give you many options. From filing in a desktop
                       organizer in a project’s beginning stages to managing it in a
                       Smead Open Rolling File as the project grows, these tools will
                       keep project papers together yet accessible throughout the timeline.
CONQUER THE CLUTTER ZONE

36 PAPERWORK FOR BUDGETS
   Even when your budgeting process is
   computer-based, you still have paperwork to
   manage. Create a home for these budget and
   expense documents so they are easy to find
   when its time for updating.
   • Label sections in a Smead Poly Hanging Expanding File for the
       categories noted on your budget spreadsheet. Some examples may be
       Auto Expense, Samples, Telephone and Meals/Entertainment. Locate
       the file in a convenient desk drawer so items can be quickly filed as
       they cross your desk.
   •   Set aside time in your schedule at regular intervals (weekly or
       monthly depending on quantity of documents) to pull papers from
       the file and then enter information to your spreadsheet program.
       When done, be sure to file completed papers with other logged
       expense documents.


37 BUILDING AND REMODELING
   PROJECTS
   So your work location is undergoing a makeover!
   Whether moving to new digs or just sprucing up
   the old place, there’s sure to be a paper trail to
   the new office. Measure up by managing those
   building and remodeling project papers.
   • Use a multiple divider Smead Classification Folder to separate
       and categorize papers for bids, work schedules, progress notes and
       communications for the project. Use the inside cover to hold contact
       information on contractors, subs and vendors for quick access.
   •   If carpet, wall covering and paint chip samples need to be
       contained, hold them in a Smead Poly Retention Jacket
       attached to the folder.
   •   For large building or remodeling projects, choose Smead
       Colored Classification Folders. Use the five color options to
       signify either phases or key components of the project.




               Keeping You Organized
PAPER MANAGEMENT:

38 PROJECTS WITH MULTIPLE
   CONTRIBUTORS
   Even in the computer age, some projects still begin
   with good old-fashioned paper. But collecting and
   transporting information from multiple parties
   can hit a roadblock without the right tool and
   process. If you are in charge of creating the next
   school newsletter or planning the annual company
   outing, use these ideas to prevent project stalls.
   • Set up a Smead Classification Folder as the routing tool for the
       project. Use the inside cover fastener to hold a routing list. Attach
       process directives to the next fastener divider so recipients are clear
       on steps to take.
   •   Use the remaining sections for additions and comments from
       project contributors. A Smead Poly Retention Jacket can be
       added to collect and/or hold loose items such as brochures, menus,
       photographs, jottings and CD’s.


39 COLOR-CODING HOME PROJECTS
   Is the Honey Do wish list of home projects more
   than you can handle? It’s time to divide and
   conquer both the tasks and paperwork by using
   a color-coded system.
   • Decide on priority by dividing your projects into groupings for This
       Week, This Month and Future Projects. Choose a different color
       Smead Colored Folder to hold project papers for each prioritized
       timeline. For example, choose red for This Week, blue for
       This Month and green for Future Projects.
   •   Place a Smead Project List Divider inside the front cover of the
       folder for each project. Note each project to be included, along with
       steps for completion. Place the labeled folders into a desktop runner
       rack, so they are visible.
   •   Once per week review the folders and move project papers to more
       active status as desired. As new project ideas arise, place the
       information and list of tasks in the appropriate folders.
CONQUER THE CLUTTER ZONE
Keeping Focus ............................................
40 MANAGING LOOSE NOTES
   Even though they come in a variety of appealing
   colors, sticky notes are not really intended for
   decoration. So if your cube or office is too colorful
   because of random jottings, it’s time to eliminate
   distracting notes and get your focus back.
   • Sort the notes into piles for Action, Comments or Reference. Log the
       Action notes into your task list then discard.
   •   Place the Comments notes in a labeled spiral notebook. Try to
       keep one topic to a page so you can quickly find info when you
       need to rehash.
   •   Make a consolidated one- or two-page photocopy of the Reference
       notes and store the copies in a Smead Project Jacket, kept handy
       at your desk. Toss the stickies. Refer as needed.


41 MULTIPLE PROJECTS IN PROCESS
   Few of us have the luxury of only working on one
   project at a time. Avoid project clutter distractions
   and remain the master of your desk with a system
   that keeps your desktop clutter-free.
   • Establish specific locations off your desktop to hold project files.
       Credenza and file cabinet tops or cube shelves are ideal – within
       reach but your workspace remains open.
   •   Set up runner racks or drop-in file boxes to hold project paperwork
       in process. Add Smead Heavy Duty File Backs with Fasteners to
       track project tasks and keep paperwork in chronological order.
   •   Follow the basic kindergarten room strategy of putting away a
       project’s paperwork before pulling the file for another. Using this
       routine will prevent misplaced documents and keep your focus on
       the work at hand.




                        smead.com
   DOCUMENT MANAGEMENT:
Getting Ready .........................................
              42 CHOOSING A FILE STRUCTURE
                 OR INDEX
                  Imagine walking into a library to discover that all
                  the books have been placed randomly on shelves.
                  Well, your filing system could turn out the same
                  way without an established structure or index.
                  • Alphabetic indexing is a good general choice for structure
                      since everyone is familiar with alphabetical order. Use it for
                      filing documents by last name, company name, subject,
                      geographical area and product or service name depending
                      on your specific needs.
                  •   A numeric indexing structure works best in very large systems
                      of files since several digits can be color-coded and there is
                      no confusion as to where a number falls into a sequence.
                      A cross-reference index is required to associate the file numbers
                      with the name or heading of the file. An index on a computer that
                      is searchable by keywords works best.


              43 FILE SIZE MATTERS
                  It can seem that continually adding papers to an
                  existing file folder is the easiest way to manage
                  documents. Easiest, that is, until you need to find
                  a specific document in that file. Following a few
                  guidelines can make quick work of both filing
                  and retrieval.
                  • If the number of separate items in a folder begins to exceed 20 or
                      expands beyond 3/4", it’s time to consider subfolder divisions. In a
                      hanging file system, a Smead Hanging Classification Folder will
                      help subdivide information. In a desktop system, using Smead
                      Classification Folders with Dividers or Organizer Folders will
                      allow for multiple sections of information within the folder.
                  •   When using interior folders inside hanging files, try to limit the total
                      number of interior folders used to four. Beyond that will put undue
                      stress on the hanging file. Smead Box Bottom Hanging Folders
                      have a flat bottom and can neatly hold up to 3" of interior folders
                      and their contents.
                  •   To make sure that small items such as business cards or photos in
                      a folder aren’t lost, attach a Smead Self-Adhesive Vinyl Pocket to
                      the folder’s interior.
FOOLPROOF FILING

44 WHAT AND HOW TO PURGE
   Overloaded file cabinets shouldn’t be your first
   sign that it’s time to purge your filing system.
   Regularly decluttering unnecessary papers will
   pay off in time savings the next time you are
   searching for a document. Get started by knowing
   the questions to ask to decide what to toss.
   • Use this list of questions to qualify whether a document is ready to
       go or should be kept:
         1. Is it still timely and accurate?
         2. Do I need to take any action?
         3. Is it a duplicate?
         4. Do I have a specific intention to use it?
         5. Would it be difficult to obtain if needed?
         6. Are there tax, legal or policy guidelines for retention?
         7. What is the worst thing that can happen if I don’t have it?
   •   Use this list of easy-to-toss items to keep your decluttering
       moving on:
         1. Unread newspapers, magazines and journals – look online
            if needed
         2. Solicitation letters, flyers and catalogs – you will get more
         3. Drafts from early stages of completed projects – you didn’t use
            the info for a reason
         4. Duplicates of proposals, reports and presentations – just keep
            an original
         5. Outdated anything including vendor materials, reports and
            old letterhead


45 MANAGING FILING SUPPLIES
   If stacks of unfiled documents represent
   postponed decision making, then the answer to
   turning piles into smiles is to make filing easier.
   Nothing makes it easier than creating a kit of
   filing supplies ready to go.
   • Assemble all the components you usually use when creating new
       files for your system. Place tabs on hanging folders with interior
       folders already inside. Used a Smead Hanging Pocket to keep
       loose supplies such as Smead Viewables® Tabs, Labels and
       Label Protectors handy when you need them.
   •   Designate the front of a secondary file drawer as your supply kit
       location. When you need to set up a new folder, subfolder or
       hanging files, pull supplies from your kit.


               Keeping You Organized
DOCUMENT MANAGEMENT:

    46 THE RIGHT FOLDER FOR THE JOB
       Is fear of filing keeping you from managing stacks
       of information? Could be you just need to know
       which folder to choose. Get acquainted with filing
       options that get the job done.
       • Choose durable Smead Pressboard Folders or WaterShed /CutLess®             ®


           Folders to contain papers stored in active or frequently accessed
           files. The pressboard folders will stand the test of time for frequent
           handling. The WaterShed/CutLess folders resist spills and are dirt
           and finger-oil resistant. Plus with a reduced chance of paper cuts,
           they are very user-friendly.
       •   A combination of Smead Hanging Folders with Interior Folders is
           a good choice for organizing papers in a standard vertical file
           cabinet. When material is needed, the interior folder can be
           removed for use. Refiling is easy since the hanging file keeps the
           folder home in place. Upgrade to Smead Box Bottom Hanging
           Folders when the bulk of interior folders outgrows standard
           hanging folders.
       •   Smead Workspace Folders are ideal for files that move through a
           workflow process; for instance, from active status to secondary
           status to historical or archive status. Since they can be stored on
           shelves, in desktop organizers, in overhead filing cabinets or in
           traditional filing drawers, you’ll save time by being able to use the
           same folder in all locations and stages.
       •   When there is a benefit from categorizing information within a file,
           try a Smead Classification Folder. With up to three dividers with
           fasteners to hold documents secure, papers can be easily
           subdivided into eight different categories within the folder.
FOOLPROOF FILING

47 DECIDING ON FILE CATEGORIES
   The tough part of fine tuning any file system
   comes from determining which categories will
   make it easy to find information. Helpful tips
   can make the difference.
   • Get category ideas from users of the filing system. Select category
       names and groupings that represent common ground input.
   •   For best success, choose broad, general categories; for instance,
       Vendors instead of Heating/Cooling Vendors, Window Vendors and
       Furniture Vendors.
   •   Look to your company’s work practices for choosing categories.
       Perhaps products are marketed by industry groupings or your sales
       territories are divided into geographic regions.
   •   Visit www.SmeadOrganizingU.com for more information that can
       help you determine categories.


48 USING COLOR-CODING
   If you are looking for ways to save time in your
   workday, look no further than a color-coded filing
   system. It’s virtually impossible to misfile a
   color-coded folder without noticing, so missing
   files become a thing of the past.
   • After categorizing your system, use specific colors for each
       grouping. Set up Smead Colored Folders using your color key so
       users can instantly recognize which grouping a folder belongs to.
   •   Enhance your file indexing structure by using the Smead
       Viewables® Labeling System. The software prints labels with color
       codes to subcategorize folders by letters of the alphabet.




                       smead.com
DOCUMENT MANAGEMENT:

    49 LABELING HOW-TO’S
       A rose by any other name may smell just as
       sweet, but would you still find it in your filing
       system? A good labeling process is the key to
       finding papers again once placed in a system.
       • Choose broad topic names and action oriented words when
           selecting file titles. Think of how you will use the information instead
           of where it came from. Avoid file labels such as Miscellaneous, Stuff
           or Catchall. They mean nothing in terms of retrieval.
       •   Over a 2-3 day period, write down common topic names for use in
           developing an indexing system.
       •   Unless you have flawless hand-printing, create labels using the
           Smead Viewables® Labeling System. The one-third cut tab allows
           for ample text in the file name, and the software provides two
           sub-lines on labels for additional information.
       •   Always place tabs on the front of hanging file folders. That way it
           will be easier to find the beginning and most recent information in
           bulky files and you’ll only need to pull the folder forward to access
           papers inside.
       •   Don’t forget to label the front of filing drawers or the exterior of
           cabinets with the categories held within. A Smead Self-Adhesive
           Vinyl Pocket (Business Card Size) is a great protective holder for
           a label card if the drawer is without one.
FOOLPROOF FILING

50 MANAGING SENSITIVE INFORMATION
   It’s not just about privacy anymore! Managing
   sensitive and personal information is a matter of
   law. Take time to protect files and materials that
   require special handling.
   • Use Smead Poly Privacy Envelopes to transport confidential files
       for patients, clients and employees, especially if placed in trays or
       on desktops for others to use.
   •   Avoid leaving sensitive files unattended at your desk. Instead, get
       into the habit of filing them whenever you leave your workspace.
   •   Keep confidential files under lock and key and limit access by staff
       on an as-needed basis.
   •   Talk to your legal department or advisor to assure all necessary
       precautions are being taken to protect sensitive materials. Learn
       more at www.SmeadOrganizingU.com.
   •   Keep business leases, contracts, agreements and other important
       documents in a fire-safe filing cabinet. Make certain the cabinet
       remains locked except for momentary retrieval or replacement of
       files, otherwise protection is compromised.




               Keeping You Organized
   DOCUMENT MANAGEMENT:
In the Drawer ...........................................
               51 STRAIGHT-LINE FILING
                   Have you gone cross-eyed looking for a file in a
                   drawer with scattered placement of tabs? Because
                   we see in a straight line, it’s much easier to find
                   files if headings are aligned in a straight line. Save
                   retrieval time and cut down on eye strain as well
                   by using the Smead Straight-Line Filing method.
                   Do not use assorted tab positions which force you
                   to look back and forth across the drawer to read
                   file headings.
                   • For regular files, choose a Smead Fastener Folder with tabs that
                       are all in the same position so that a straight row of file headings
                       are formed in the drawer.
                   •   When using Smead Hanging Folders, place a color-coded
                       Viewables® Tab in the same position on each folder to form a
                       straight row of file headings.
                   •   Now place the files in the drawer and notice how quickly you can
                       find any file by scanning down the line of tabs.


               52 PERSONAL FILES AT WORK
                   It’s all too tempting to handle bill paying over the
                   lunch hour or make personal appointment phone
                   calls on your break. While it may be convenient to
                   store personal files related to these tasks at your
                   desk, it can create more problems than it’s worth.
                   • If you choose to keep personal files at work, store them in a locked
                       file drawer. Remember that employers have the right to view
                       anything kept in your workspace, even if it’s under lock and key.
                   •   To make personal files and papers convenient yet protected,
                       transport them to work only when needed by using a Smead
                       Wallet. Papers will be available to you during break times, but
                       unavailable to others entering your workspace when unattended.
FOOLPROOF FILING

53 HOW MANY IS TOO MANY
   Ever wonder when you should quit trying to
   jam just one more file into a drawer? There
   are strategies for getting the best use out of
   any file cabinet.
   • Leave at least 4" of slack in a file drawer when storing files. Folders
       can then be moved forward and backward easily, cutting down on
       undue file wear and tear.
   •   Plan ahead for file growth by choosing enough cabinet space to
       accommodate at least a year of expansion. Adjust file drawer
       follower blocks as new folders are added.
   •   For quick retrieval and refiling of interior folders to and from
       hanging folders, fold the hanging folders at the scored line on
       the front and back panels. When accessing an interior folder,
       pull the hanging file up by the tab until the top edges drop down
       and rest on the top of the other files. With one hand the interior
       folder can be drawn out easily, like a slice of bread from the
       toaster. The drawer can be closed with the flaps of the hanging
       folder resting on top of the surrounding files. When you return the
       interior folder, its place is clearly evident, and you refile by slipping
       the folder back in the opening and pushing down.




                         smead.com
DOCUMENT MANAGEMENT:

    54 AVOIDING LOST DOCUMENTS
       Each time a document is lost it’s like a direct
       deduction from your company’s bottom line.
       Investing some time up front on simple storage
       strategies can pay off better than a winning
       lottery ticket.
       • Establish a policy for using Smead Out Guides to mark where
           folders have been removed from a filing system. File usage is
           tracked with charge-out forms so a file’s location is always known.
           Out guides work well in all types of systems, both top tab or end
           tab, to save time replacing folders into the system.
       •   Keep bulky paperwork neat and in order inside of files by two-hole
           punching documents and placing them in Smead Fastener
           Folders. Use a Smead Copy Claw® to keep papers intact and in
           order when removing a page from the middle of a fastened stack
           for faxing or copying, and to guide them back onto the fastener
           when finished.


    55 PREPARE FOR LONG-TERM
       STORAGE
       Worried about how documents will stand the
       test of time when moved to long-term storage?
       The right product can protect against the
       growth of bacteria, mold, fungus and mildew —
       the undesirable side effects of some archival
       storage locations.
       • Use Smead Antimicrobial Folders for categories of paper
           information slated for long-term storage. Setting up these folders
           from the start will save time and protect important papers from
           damage caused by mold, mildew or other microorganisms.
       •   Choose Smead Antimicrobial Expanding Wallets to store odd size
           materials and/or historical documents. The acid free material will
           protect the papers from degradation over time.
FOOLPROOF FILING
On the Shelf ............................................
56 SPACE SAVING EQUIPMENT
    Hanging files here, end tab folders there and toss
    in a row of reference binders for good measure.
    Sounds like a recipe for filing trouble unless the
    right space saving tool is used to manage the mix.
    • Smead Rotary File Cabinets are the efficient alternative to
        vertical or lateral files, providing as much filing capacity in one
        third of the floor space. In addition, the cabinet is accessible
        from two sides, making the system easily available for frequent
        access by many users.
    •   A mix of filing and storage products can be placed within a Rotary
        File Cabinet including end tab files, top tab files, roll out hanging
        files and roll out media and reference shelves.


57 FIND FILES QUICKER
    Dreading yet another trip to the common filing
    area to search for a client file, invoice folder or
    long forgotten report? There are ways to improve
    any filing system so folders can be found with
    lightning speed.
    • Mark major sections of a large system with alphabetical, numeric or
        labeled Smead File Guides. Standing just above folder height, the
        guides help break down large systems to quickly bring your eye to
        the section you are looking for.
    •   Set up a file system cross reference index using an electronic
        or paper-based tool to cut down on frantic searches for
        seldom-used files.




                Keeping You Organized
     DOCUMENT MANAGEMENT:
On the Go .................................................
                 58 MANAGING LOOSE ITEMS
                    IN FOLDERS
                     There’s nothing worse than opening a file for
                     information only to see that the business card,
                     photograph or CD you need is missing. Keep loose
                     items intact using small storage helpers.
                     • Attach CDs directly to file folders using Smead Self-Adhesive
                         CD/Diskette Vinyl Pockets. A top flap keeps diskettes secure
                         during file transport.
                     •   Store business cards, photos, index card notes and other small
                         items safely by adhering Smead Self-Adhesive Vinyl Pockets to
                         any folder, binder or file jacket.
                     •   When you need to contain several different loose items in one
                         folder, choose a Smead Poly Security Envelope. Secured on all
                         four sides, the envelope reduces the potential for lost articles while
                         files are in transit.


                 59 PORTABLE FILE STORAGE
                     Trying to transport hanging folders is a lot
                     like moving eggs without a carton. No matter
                     how careful you are something is going to get
                     damaged. Make simple work of getting sections
                     of your hanging file system elsewhere intact by
                     using the right tool.
                     • Gather materials for project meetings, client appointments or
                         at-home work sessions into Smead Acti-File™ Desktop Files.
                         If the file grouping is regularly transported, label the desktop file for
                         the category name.
                     •   When heading out to your destination, slip the desktop filer into the
                         Smead Acti-File™ Manager Case. Place additional paper
                         materials in the extra-wide case and writing tools in the pen/pencil
                         pouch. Files will arrive secure and undamaged.
FOOLPROOF FILING

60 KEEPING FILES ORGANIZED
   IN A BRIEFCASE
   Ever reach into your briefcase at a meeting only
   to pull out a mish mash of papers instead of the
   two or three you wanted? Don’t waste any more
   time trying to sort through a jumbled mess of
   loose papers. Become a quick hand artist by
   organizing papers for transport.
   • Store meeting or client papers in Smead Slash Jackets. The
       front is angled so documents are easily identified, yet are held
       secure and in order.
   •   Create a portable office in your briefcase using a Smead Poly Pro
       Series II Pad Folio with Expanding Files. Seven expanding
       pockets can accommodate even bulky papers while business cards
       and electronic media find a home in clear front pockets. A lined pad
       and pen loop complete the kit.




                        smead.com
           SPACE MANAGEMENT:
Tools/Equipment/Supplies .........................
             61 STATIONERY STATIONS
                No room to work on your desktop? Perhaps
                workspace has become storage space. It’s time to
                think vertical by using containment systems that
                store necessary items upright instead of flat.
                • A desktop set held on the outer edge of your workspace is a handy
                    home for stationery, envelopes, fax cover sheets, forms and more.
                •   A phone stand opens up space below for holding a stapler, tape
                    dispenser and three-hole punch.
                •   Software CD’s/diskettes are handy yet protected in a sturdy labeled
                    flip-top box placed in the dead zone by the computer monitor.


             62 EQUIPMENT PLACEMENT
                It’s only a matter of time before every flat surface
                in your office has been taken over by computing
                equipment and electronic gadgetry. Finding
                the right location for printers, fax machines,
                shredders, scanners, external drives, phones
                and more can be a challenge.
                • Save space by consolidating multiple pieces with multifunction
                    machines. The space and time efficiencies of updated technology
                    will outweigh replacement costs.
                •   Try stands to raise equipment up, providing supply storage below or
                    use carts to vertically streamline many machines in one spot.
                •   Don’t let a cord that’s too short keep you from using an ideal
                    location. Adapters and longer sizes are readily available.
A PLACE FOR EVERYTHING

63 INCREASE HORIZONTAL SPACE
   FOR EQUIPMENT
   Run out of flat surfaces for placing equipment?
   Making a few changes could free up the space
   you need for that latest techno acquisition.
   • Swap out a four-drawer file cabinet for two side-by-side two-
     drawer cabinets. You’ll double the horizontal space and get a
     desirable height for equipment, all without sacrificing file storage.
   • Add a bookcase to an open wall near your desk. A 12" to 14" shelf
     depth can hold most fax machines, external drives, flatbed scanners
     and CD players on top or on shelves. Use additional shelves for
     storing supplies.


64 BULLETIN BOARDS
   Newsflash…This Just In…Best Bulletin
   Boards Have Purpose! While it seems obvious a
   bulletin board should have a focus, in practice
   announcements, communiqués and messages get
   jumbled up with photos, greeting cards and quotes,
   creating a wall of clutter. Follow a few tips to make
   your board get noticed.
   • Decide on the main objective of your bulletin board. If you have
       multiple purposes such as schedules, updates and resource
       material and space allows, divide the board into labeled sections
       using colored tape.
   •   Make it easy to post new items as soon as you receive them by
       storing extra push pins on the board. Always purge outdated notices
       when posting new ones.
   •   Choose a separate board location to hold personal items
       such as family pictures, award certificates and inspirational
       thoughts. A couple times a year take home the overflow to
       prevent overcrowding.




               Keeping You Organized
             SPACE MANAGEMENT:

              65 DRAWERS GALORE
                  Do you fear anyone discovering that your desk is
                  harboring a junk drawer? It’s easier than you
                  think to get a handle on this desk catchall
                  container.
                  • Empty your desk drawers and sort through the contents. Ditch the
                      true junk — broken items, unidentified keys, dead pens and
                      anonymous power cords. Scale back on overstock of personal items
                      like food snacks, beverage mixes and over-the-counter meds.
                  •   Group the remaining items into like piles — writing instruments,
                      labels, fasteners, adhesives, sticky notes, tools and the like.
                      Organize the keepers back in the drawer using desk trays and
                      individual containers large enough for each like group.
                  •   Prioritize location of supplies you use the most front and center in
                      the drawers. Label each tray spot as to the contents to quickly learn
                      your new storage system.


Cabinets and Shelves ..................................
              66 MAKE THE MOST OF FILING SPACE
                  Is every last inch of available space eaten up by
                  lateral file drawers? To avoid leasing more real
                  estate, take a look at storage alternatives.
                  • Folders in Smead Rotary File Cabinets are arranged so they
                      take up just one third of the floor space of lateral files, while
                      accommodating the same filing capacity. Options for a variety of
                      Smead filing and storage systems can be mixed within including
                      end tab files, top tab files, roll out hanging files and roll out media
                      and reference shelves.
                  •   Smead Slide-by Mobile Shelving can handle twice as many shelf
                      files in the same amount of floor space compared to lateral or
                      vertical file cabinets. All files are easily accessible when the front
                      row of shelving is moved from one side to the other on the
                      shelf track.
A PLACE FOR EVERYTHING

67 MAKING BOOKSHELVES WORK
  Do you waste time trying to quickly get your
  hands on a reference binder or business book?
  This could mean your bookcase is ready for an
  organizing overhaul.
  • Purge outdated materials, then sort the remaining items into
      categories. Suggestions include Directories, Product/Service
      Literature, Business Periodicals, Reference Binders and Books.
      Further subdivide the book stack into topics such as Leadership,
      Networking and Selling.
  •   Place the books by topic groupings back on the shelves. Arrange
      alphabetically by author.
  •   Store the periodicals/magazines in drawers using labeled Smead
      File-Bars™. The magazines hang neatly to prevent damage and
      slumping in the drawers.
  •   Contain product/services literature and software manuals in a
      Smead End Tab Premium Expanding File. Store the file on a
      shelf or in an overhead compartment for easy access. Make
      sure to label each section.
  •   Group the binders together on a shelf that is at a comfortable
      height for your reach. Add spine labels for quick reference.


68 CREATING PERMANENT HOMES
  Did you ever notice that it’s hard to put things
  back when you don’t know where back is?
  Creating permanent homes is the best way
  to avoid clutter in the first place.
  • Whenever something new comes into your workspace — a
      document, an email or even a binder make a commitment to finding
      a home for it immediately. If the home isn’t obvious, ask yourself
      questions to help. What else is like it? How often will I need to use
      it? Does it need to be contained in something else? Will I really
      need and use this?
  •   Use labels to designate the home for items stored in drawers and
      on shelves, especially until you learn the location.




                       smead.com
            SPACE MANAGEMENT:
Location, Location, Location ......................
             69 THE IDEAL OFFICE LAYOUT
                 Not exactly sure of the best way to arrange your
                 office furnishings? A U-shaped layout with a 360˚
                 reach to all workspace will boost both efficiency
                 and effectiveness in your day to day routine.
                 • The desk anchors one side of the U and is primarily devoted to
                     managing tasks and processing paperwork. Active folders and
                     project materials can be stored on the outer edges along with
                     helpful tools such as a telephone.
                 •   The return, a narrower and shorter desk top, makes up the bottom
                     of the U. If the connecting corner to the desk is angled, then a
                     computer monitor and keyboard should be placed here. Otherwise
                     locate them in the middle of the return allowing for legroom below.
                 •   The last side of the U is made up of a credenza, file cabinet, book
                     case or a combination of these furnishings. This may be the perfect
                     place for equipment or bulky project information.


             70 HOME OFFICE HOW-TO’S
                 So you’re ready to set up shop at home, but
                 not sure just where to start. Planning and
                 strategizing now can save time, money and
                 headaches later.
                 • Assess available spaces in your home for creating an office. A spare
                     room is ideal but effective space can be found in guest rooms, large
                     closets, even an unused corner of a family room. Consider a
                     location with a minimum of distractions.
                 •   Create a floor plan of the room complete with measurements and
                     location of doors, windows, outlets, phone jacks, cable service and
                     ventilation registers. Evaluate for necessary upgrades to power,
                     lighting and communication services.
                 •   Experiment with different layout options using paper cutouts to
                     scale of furniture and equipment until you get the best option. Keep
                     in mind accessibility to power and ventilation needs.
A PLACE FOR EVERYTHING

71 MAKING THE MOST OF DESK SPACE
   Is your desk so overcrowded with stray papers,
   junk mail, seldom used supplies, overstuffed
   binders and long forgotten projects, there’s no
   space to actually work? All that distracting stuff
   weighs you down with emotional clutter, sapping
   your productivity. It’s time for a clean sweep!
   • Start by clearing off everything except the phone and computer.
       Wipe all surfaces with a disinfecting cleaner. To reserve prime
       working space, place a desk pad on the desk top.
   •   Now add in only the essentials for tools and information used
       frequently. Typically, these are an inbox, planner/calendar, pencil cup
       and action files held upright in a rack or box. Everything else should
       find a new home.


72 RIGHT BRAIN OFFICE VS.
   LEFT BRAIN OFFICE
   If your workspace isn’t working for you, it may
   have something to do with your dominant brain
   style. Rethinking what goes where can pay off in
   dividends of productivity for both right and left
   brain dominant workers.
   • Because the right-brain-dominant person is stimulated to
       thinking and doing by the things they see, a large desktop is
       best so that current work and projects stay close at hand. Out of
       sight, out of mind file cabinets can be replaced with literature
       sorters, cubby systems or Smead Open Rolling Files that keep
       paperwork at the rightie’s fingertips.
   •   The logical and linear thinking style of the left-brain-dominant
       person indicates a need for order by putting things out of sight
       when action isn’t immediately required. A standard desk with lots of
       drawers for categorized project storage works well. Additional filing
       space in a credenza would also be helpful, so the leftie can keep
       paperwork stored vertically in file drawers.




               Keeping You Organized
         SPACE MANAGEMENT:

         73 THE ZONE APPROACH
            Still difficult to decide just what goes where
            in your office? The zone approach can help
            you determine location based on type of activity
            or focus.
            • Computer zone: Area devoted to PC monitor, keyboard, CPU,
                printer and peripheral supplies and tools. Needs a flat surface with
                legroom below.
            •   Processing zone: Space set aside for managing mail and tasks.
                Requires a minimum flat space length of 48" and width of 24".
IN              This zone does not permanently store anything. May need to be
     T
OU              adjacent to the telephone and PC depending on the work done.
            •   Active file zone: Location for folders or hanging files that hold
                current daily tasks and projects. Best kept on the desktop adjacent
                to the processing zone or in a desk file drawer within easy reach.
            •   Secondary file zone: Filing space devoted to folders that are less
                frequently referenced or used in work production. Usually placed in
                credenza drawers, file cabinets or lateral files.
            •   Reference zone: Area devoted to storing books, binders and other
                reference materials used less frequently in the workday. Bookcases,
                upper cube cabinets and wall shelves are ideal locations vs. flat
                desk space.
            •   Supply zone: The spot for containing typical office supplies. Shallow
                desk drawers or desktop cubbies are good choices for small items.
                Bookcases, credenza drawers or overhead hutch shelves are best
                for bulky and boxed items.
A PLACE FOR EVERYTHING

74 ORGANIZING ERGONOMICS
   You probably think that paperwork is your biggest
   pain in the neck, but it really may come from
   poorly designed or improperly used tools. Improve
   your work efficiency and minimize body stress
   at the same time with regular evaluations of
   the tools you use each workday. These checklist
   questions can help. A yes answer to any of
   these questions is a signal to make some
   ergonomic changes.
   • Are frequently used files, binders and supplies beyond an arm’s
       length from where you sit?
   •   Do you tilt your neck forward, backward or to the side when reading
       the computer monitor?
   •   Do you squint to see the PC screen because of inadequate lighting?
   •   Do you talk on the phone with the handset cradled on your shoulder
       for long periods of time?
   •   Are you unable to sit back comfortably in your chair and still work at
       your desktop?




                        smead.com
ELECTRONIC INFO MANAGEMENT:
 Email Inbox ..............................................
                75 DAILY MESSAGE MANAGEMENT
                    Imagine if a postman came into your office every
                    30 minutes and dumped a pile of mail on your
                    desk? Just substitute email for mail and that’s
                    what’s happening in every office, every day. You
                    need a strategy to keep up with the onslaught of
                    messages crowding your inbox.
                    • Shut off the automatic notification for messages and instead set up
                        regular intervals in your day to manage new messages.
                    •   When viewing messages, first delete all nuisance, solicitation and
                        unwanted entries. Then open and quickly scan remaining messages
                        to determine action. Delete, flag, file or give a quick reply. When
                        necessary, give responses right away to urgent communications.
                    •   If spam filters are not in place, increase the sensitivity for screening
                        messages through your server. Make sure to give exception to
                        senders you prefer.
                    •   Keep impatient serial message senders aware when you are away
                        from the office and unable to respond in due time by using an
                        automated return message.
                    • Cut down on needless CC messages or the endless influx of jokes
                      and chain letters with a politely worded request to the senders.


                76 PRIORITY EMAILS
                    Finding key or important inbox messages
                    shouldn’t be like mining for precious stones
                    amongst tons of worthless rock. Try some ideas
                    to make it easier to find the gems within, quickly
                    and easily.
                    • When possible, create settings that flag messages from your boss,
                        clients or other high visibility senders. Responding directly to those
                        messages is easier when they are filtered away from the less
                        important ones.
                    •   Designate key words or phrases to use in the subject line of high
                        priority messages sent from co-workers and subordinates. For
                        instance, urgent updates on a project may be signaled with the
                        words Red Priority.
COMPUTE THIS

77 EFFECTIVE EMAIL REPLIES
   Getting bogged down with even simple replies to
   email messages? A few ideas will break up the
   log jam in your inbox and help you streamline
   the process.
   • Limit each response to one topic. It will be easier to write a
       descriptive subject line and the message will be easier to file.
       You’ll likely get a faster response from the recipient as multiple
       issues slow down email replies.
   •   Keep in mind that email is best kept for quick and succinct
       communication generally three to four sentences. If you have a lot
       to say, create a separate Word document. Or better yet, call the
       individual for a dialogue since verbal communication is much faster.
   •   Place attachments on an email before you even begin the body of
       your note. You’ll avoid the need to resend the message when it is
       discovered the document was left off.
   •   Guard against an itchy trigger finger by writing the email
       unaddressed. This will give you an opportunity to edit the message
       before accidentally sending.


78 MANAGE INBOX MESSAGE COUNT
   Are you on the IT department’s watch list of email
   hoarders? Even if you don’t notice how many
   messages are building up in your inbox, somebody
   else is. It’s time to work on trimming down
   electronic bulges.
   • Use the Rules function to get messages filed into folders created in
       your email program. Label and organize folders by project, topic or
       sender. Remember to use subfolders in a category as a topic grows.
   •   For select information you want to refer to for some time to come,
       copy and paste the email into a Word document and store it with
       like information in your electronic file structure.
   •   Use the Smead Arrange® File Organization System to help
       link electronic messages for projects to paper documents, web
       pages and other electronic data, so it’s fast and easy to retrieve
       all related pieces when needed.
   •   Periodically copy your inbox file to a CD and store in a Smead
       Workspace Poly CD Jacket kept near your computer for
       quick access.




               Keeping You Organized
ELECTRONIC INFO MANAGEMENT:
 Document Storage ......................................
                 79 PROTECTING ELECTRONIC
                    INFORMATION
                    We all know we’re supposed to do it — back-up
                    electronic files. Yet, it’s just too easy to be
                    complacent. Setting up routines and using the
                    right tools may be what’s needed to jumpstart
                    preventative maintenance.
                    • Set a recurring electronic reminder to signal the time for physically
                        backing up information onto a CD, flash drive or internet-based
                        electronic filing cabinet. Frequency will depend on how critical the
                        data is and how much work you are willing to do to recreate it.
                    •   Get into the habit of pulling project or client file information to a CD
                        each time you work on a file. Store updated CDs in Smead
                        Workspace Poly CD Jackets that also hold the accompanying
                        paper documents.
                    •   For containing data used off-site, place info CDs in a Smead Poly
                        Security Envelope held in a twin prong fastener attached to your
                        working folder. Secured on all four sides, the envelope reduces the
                        potential for lost articles, especially when traveling for business.


                 80 ORGANIZING ELECTRONIC FILES
                    The trouble with filing electronic documents on
                    your computer is that there is no structure in
                    place to get you started. To keep order on your
                    hard drive, don’t hesitate to set up a system for
                    managing data quickly and easily.
                    • The simplest strategy for managing electronic files is to use the
                        structure already in place for your paper-based system. So, as
                        much as possible, mirror the file categories, sub-categories and
                        process you’ve been using to keep papers in place.
                    •   Sort the files with the view that makes it easiest to find what you’re
                        looking for. Alphabetical indexing works for most everyone, but
                        changing views to type of document or date last worked on may
                        be quicker.
                    •   Use the Smead Arrange® File Organization System to save time
                        in retrieving information. With Arrange, both paper and electronic
                        files are managed in one system along with scanned images, web
                        links and email messages. Finding any document is easier as
                        all this information is stored in categories with a base structure
                        you customize.
COMPUTE THIS
Software/Computer .....................................
81 UPDATING SOFTWARE
   Not sure what to do with the box, manuals and
   CDs that remain after a successful software
   installation? You can efficiently store these
   items so they are ready to be put into service
   when needed.
   • After installing new software, note the date and computer
       model it was loaded on. Doing so will make quick work of
       future decluttering.
   •   Store the software CDs in Smead Self-Adhesive Vinyl Pockets
       attached to the front and/or back covers of its manual. Divide
       manuals along with the collapsed package into Smead Hanging
       Pockets, labeled by category of software such as Financial,
       Graphics or Games.
   •   To keep software packaging and materials from becoming office
       clutter in the first place, consider making your software purchases
       electronically directly from a manufacturer or other reliable sources.
       Make sure to print out product specs and proof of purchase as
       you’ll need them should problems occur.


82 DECLUTTERING SOFTWARE
   Just because it doesn’t take up much physical
   space is not a good excuse for letting old, unused
   and outdated software clutter your computer hard
   drive. Make a commitment to spring clean your
   desktop today.
   • Every time you install new software, use the timing as a signal
       to look through all software programs stored on your hard drive.
       Be decisive in keeping only active programs up and running.
   •   If new software is an updated version of an existing program,
       eliminate the old one right away.
   •   If the unused icons pop-up appears on your computer monitor, use
       the prompt as an opportunity to review whether programs have
       passed their usefulness. If so, delete to make room for storing
       future choices.




                        smead.com
ELECTRONIC INFO MANAGEMENT:

                83 TRACKING COMPUTER PROBLEMS
                    Need to make the most of your tech support
                    personnel when you can get them? You will if
                    you take some time to prepare for those
                    anticipated visits.
                    • Whenever a crash, lock-up, print problem or other computer issue
                        occurs, jot down the problem on a small notecard.
                    •   Place the notecard in a Smead Self-Adhesive Vinyl Pocket
                        attached to the side of your computer or monitor.
                    •   When your techy drops by, pull out the card and review the history
                        of problems, so everything can be addressed at one time.


 Websites ..................................................
                84 INTERNET IDS AND PASSWORDS
                    Do you search through a stack of scratch pad
                    scribblings each time you need to find a user ID or
                    password for a website? Look at ways to manage
                    this info so it’s at your fingertips when needed.
                    • Put a small address/telephone directory to use by logging ID and
                        password information in the appropriate alphabetical listing for the
                        site. For example, place your SmeadOrganizingU.com access info
                        under S. Keep the directory handy to your PC.
                    •   For sites that give access to financial documents or that should
                        otherwise be kept private, take more secure measures by storing
                        the information under lock and key. (Note: Never keep personal
                        information such as this at your workplace.)


                85 WEBSITE PRINTOUTS
                    It’s just too easy to click and print while surfing
                    the net, adding fuel to paper clutter issues. Get a
                    plan in mind to contain these potential work day
                    helpers so you can find them again easily.
                    • If you want to keep website info as a resource, set up a Smead A-Z
                        Expanding File in a conveniently located file drawer. Place printouts
                        in the appropriate letter slot for the website name.
                    •   If you want to take action on or utilize website material for a current
                        project, store the printouts in your task management system after
                        noting it in a To Do or project list.
COMPUTE THIS

86 WEBSITE BOOKMARKS
   Tired of constantly scrolling up and down a
   jumbled list of bookmarked websites in your
   browser? Save time and frustration by applying a
   little order to your information highway onramp.
   • To more easily access information for websites, group like
       addresses together in category folders relevant to your business.
       Examples include Vendors, Clients and Travel Arrangements. Use
       the alphabetical orientation in the bookmark section so finding a
       folder will be quick.
   •   Periodically take time to review bookmarks in place. Delete those
       that are no longer utilized or have updated addresses.
   •   The Smead Arrange® File Organization System allows website
       locations to be tied in with similar topic or category information
       found in electronic documents, scanned images and paper files.
       You’ll save time using the system by viewing everything you
       need around a topic or project in one place vs. checking
       multiple locations.


Contact Information Management ...................
87 KEEPING CONTACT LIST CURRENT
   There’s nothing worse than wasting time
   searching for a key contact’s email, street
   address or phone number. Keeping your contact
   list current is as easy as following the Do it
   Now strategy.
   • While on the phone with a new contact, go directly to your contact
       management software and set up the information right away, rather
       than jotting it on a note to handle later.
   •   When away from your office, enter new acquaintance contact info
       directly to your Personal Digital Assistant or phone/PDA combo.
       It is much faster to delete entries that you ultimately don’t use than
       it is to try a find a stray business card you want to use. Remember
       to synchronize the updates to your computer when you return to
       your desk.
   •   Keeping current also means protecting contact information in case
       of an equipment break down or failure. Regularly backup your
       system’s data and store in a safe place.




               Keeping You Organized
               ON THE HOME FRONT:
Mail Call .................................................
                 88 READING MATERIAL
                     Every day there’s more — catalogs, magazines,
                     and newsletters. Random stacks are no way to
                     manage reading material in your home office.
                     Containment is your key to success.
                     • Set up an attractive basket or magazine rack to hold catalogs and
                         magazines next to your favorite reading chair. Make a rule to swap
                         out previous issues when new editions arrive.
                     •   If you have months of unread publications, consider canceling
                         subscriptions and instead use the local library as your reading
                         room. Or sign up for electronic subscriptions to your favorite
                         publications so you’ll only print out what you really want to read.
                     •   Make the most of waiting time by toting reading material with you
                         when waiting to pick up the kids or while in line at the bank. Use a
                         Smead Wallet to hold newsletters, brochures and catalogs of
                         immediate interest that get sorted out of incoming mail.


                 89 SIMPLIFY BILL PAYING
                     Frustrated by late payment fees or last minute
                     mail box runs to post bills? It may be time to
                     use 21st Century solutions for managing bill
                     paying tasks.
                     • Sign up for auto pay options for bills that have predictable balances
                         each payment period such as those for utilities and insurance. Make
                         sure to immediately record the auto pay amount in your check
                         register when each statement comes in the mail. Review the
                         statements to be alerted to any errors.
                     •   Save on stamps and post office trips by managing online any
                         fluctuating payment bills such as credit cards. Subscribe in
                         advance, as there can be a waiting period before using this option.
                         Alternately you can consolidate the bill paying task by signing up
                         with a bill paying service. Either way, use a Smead Slash Jacket to
                         hold bills for online payment. Store it handily in sight by your
                         computer after noting due dates on your calendar.
MAKING IT WORK AT HOME

90 ORGANIZING INVESTMENT
   INFORMATION
   Have annual reports, prospectus galore and other
   investment booklets overloaded your filing space?
   Perhaps you’re not even sure which information
   is the most current. Setting up a system to
   manage this information is easy with a Smead
   A-Z Desk File/Sorter.
   • Insert the sorter in a file drawer that will allow for some
       expansion. Choose a less prime drawer location since these
       materials are less frequently accessed.
   •   File the stock, bond, fund and other information by company
       name in the Desk File/Sorter so it can be found quickly should a
       question arise.
   •   Purge out old material whenever an updated piece is placed in
       the system.


91 CUT DOWN ON JUNK MAIL
   Do you spend more time handling junk mail than
   reading real mail? If unwanted solicitations have
   taken over your mailbox, jump into action to
   minimize pesky papers.
   • Contact the Direct Marketing Association at www.dmaconsumer.org
       or PO Box 643, Carmel, NY, 10512 once per year to request your
       name be taken off solicitation lists.
   •   Send yearly opt-out notices to your bank, credit card companies
       and any financial institution you do business with to eliminate
       mailings from their marketing partners.
   •   Limit the surveys you fill out. The contact information is sure to be
       sold to unwanted solicitors. Likewise, tell catalog vendors not to
       share your name and address with anyone else.




                        smead.com
               ON THE HOME FRONT:
Family Life ................................................
                 92 MASTER LISTS MAKE LIFE EASY
                     How often have you found yourself writing down
                     the same steps for household routines over and
                     over again? Save time and mental energy by
                     creating master lists.
                     • Shopping List: Order items on the list by category, the way you shop
                         for them in your favorite store. Include sections for specialty
                         locations such as organic stores, warehouse clubs and discounters.
                     •   Chore List: Categorize home care duties either for each day of the
                         week or by room.
                     •   Contact List: Get down on paper frequently-used phone numbers
                         and addresses for family, friends, schools, doctor’s offices and
                         the like.
                     •   Travel List: Make packing a snap with a checklist that includes only
                         what you really need to take. You may have different lists for varying
                         travel (business trip vs. ski weekend vs. lake vacation).
                     •   Emergency List: Include everything you need to know and do
                         in case an emergency occurs at your home. Think of what you
                         would need to have ready to go if you had to leave your house in
                         10 minutes.
                     •   Store the completed lists in a Smead Project Jacket so they are
                         ready to use when needed. Keep backup copies on your computer
                         for quick updating as necessary.
MAKING IT WORK AT HOME

93 USING A FAMILY CALENDAR
   You’ve heard you should have only one calendar,
   but with today’s busy family schedules, it’s a must
   to set up a clearing house reference calendar to
   hold the when and where of family members’
   activities.
   • Choose a wall or desk pad calendar with squares large enough to
       hold several activities for one day. Keep it in your home’s kitchen for
       easy access by all.
   •   When family member commitments arise, use separate colored
       pens to log them into the family calendar. At least once per week,
       compare your personal calendar against the family one to ensure
       events aren’t missed.


94 MANAGING KIDS’ MEMORABILIA
   As a proud parent you want to preserve the award
   certificates, competitive ribbons and school photos
   of your children for future strolls down memory
   lane. Using the right containment tool will protect
   these precious moments for years to come.
   • Certificates, concert programs, playbills and other flat materials
       can be safely stored in your filing system with acid free, lignin
       free Retrospect® Hanging Folders. Label folders by child’s
       name and further subdivide by year if bulky.
   •   Keep years’ worth of student portraits in photo safe Retrospect®
       Photo Envelopes. Label sections for grade and year.
   •   Competitive award ribbons will last the test of time when stored
       in an acid free, pvc free Retrospect® 13-Pocket Accessory
       Organizer. Label the pockets by event or activity, using a
       separate organizer for each child.




               Keeping You Organized
               ON THE HOME FRONT:
Family Life ................................................
                 95 MANAGING KIDS’
                    ACTIVE PAPERWORK
                     School flyers, sports schedules and the occasional
                     party invite are just a few of the many papers
                     related to your children’s active lives. Keep these
                     papers from taking up permanent residence on
                     your kitchen counter by choosing a system that is
                     organized and still at your fingertips.
                     • Designate a binder for each child and stock it with Smead Project
                         Jackets. Label the jackets for the categories of incoming
                         paperwork such as School, Homework, Camp and other specific
                         activities. Store the binder in the kitchen where you keep other
                         resources such as directories.
                     •   A magazine file with Smead Pocket Portfolios is an alternative tool
                         for kids’ papers. Color-code information by choosing a different
                         color folder for each child’s school as well as activity papers. Label
                         the magazine file with the child’s name and store on the kitchen
                         counter or a cabinet shelf near the telephone.
                     •   If you use a drop-in file box with Smead Hanging Files and
                         Interior Folders to manage To Do papers, household bills, and the
                         like, add hanging files labeled for each child’s school information
                         and activity information.
MAKING IT WORK AT HOME
Miscellaneous Papers ..................................
96 MAGAZINE AND NEWSPAPER
   CLIPPINGS
   You had every intention of organizing those
   parenting articles and decorating ideas. Yet, there
   they are, still just a stack of information pages.
   It’s time to create a permanent home for those
   disordered yet helpful clippings.
   • Sort the clippings into appropriate general categories. Some typical
       groupings are Family, Health, Medical, Fitness, Gardening and
       Project Ideas. If you already have a filing system, create a separate
       section for the topic names you choose. Otherwise label the
       sections of a Smead Premium Expanding File with the topic
       names and file the clippings inside.
   •   For the Do-it-Yourselfer, take how-to clippings and information
       and store them in a binder set up with tabbed sections around
       topics like Decorating, Maintenance and Repairs, Yard and
       Garden and Improvements. Include an index page in the front
       for quick reference.



97 PAPER CLUTTER SORTING
   You’ve finally decided to bite the bullet and sort
   through the grocery bag of paper clutter that
   you swept off the kitchen counter just before
   your last get-together. Make the most of your
   mission with a battle plan for quickly cutting
   through the confused collection.
   • Find a comfortable spot at a table with access to a recycle bag
       and shredder. Sort piece by piece deciding whether a paper can be
       eliminated (recycle/shred) or filed away. Save time in the filing
       process by sorting keepers into a Smead A-Z Desk File/Sorter
       by file name.
   •   When completed, take the Desk File/Sorter to your file drawer or
       cabinet and easily place papers in their designated home.




                        smead.com
ON THE HOME FRONT:

98 MAKE COUPONS AND OFFERS HANDY
   You take the time to clip coupons and offers, yet
   can never get your hands on them when running
   to the dry cleaner or picking up takeout? A simple
   system will have you saving money hand over fist
   in no time at all.
   • Whenever you come across a coupon or offer you intend to use, clip
       them to the outside of your handbag or slip into a jacket pocket.
   •   Transfer them to the inside pocket of a small Smead Pad Folio
       kept for convenience on the visor of your car. When running
       errands, check for coupons and offers in the pocket. The small
       line pad in the Pad Folio is a great place to write your errand
       itinerary or make a quick shopping list.


99 MANAGING PURCHASE RECEIPTS
   You searched the dresser top, pants pockets and
   handbag compartments and still you can’t find the
   receipt for returning your latest impulse
   purchase. You’ll never lose money again when you
   set up a system for managing purchase receipts.
   • There are three basic index strategies to use with receipts: by store,
       by item category or by month. Decide which one will make it easiest
       for you to remember where the receipt is located.
   •   Use a Smead Household Organizer to file your receipts.
   •   Once per month, purge through the receipts keeping only those
       under 90 days or for stores with more liberal return policies.
MAKING IT WORK AT HOME

100 VISITOR’S MANUAL FOR GUESTS
   Really want to make your out-of-town guests feel
   welcome? Take some time to create a visitor’s
   manual that rivals any AAA guidebook.
   • Collect resource materials, pamphlets and brochures about the
       city where you live. Include information on places of interest,
       amusements, shopping, maps, restaurants, park and trail systems
       and sporting venues.
   •   Stock a three-ring binder with sheet protectors, index tabs and
       Smead Poly Translucent Slash Jackets. Label the tabs for
       category groupings of the collected info. Some suggestions: Fun to
       Do, Entertainment, Dining Out, Where to Shop, Getting Around,
       Don’t Miss This and History of Our Town.
   •   Place info items in the sheet protectors (just for viewing) or slash
       jackets (for grab and go pieces) inside the binder sections. Guests
       can quickly and easily plan activities for their day out and about.




               Keeping You Organized
GLOSSARY OF SMEAD PRODUCTS
Find the tools to get better organized at smead.com......

               1-31/JAN-DEC EXPANDING DESK FILE
               Heavyweight dividers are bound book-style in a desktop file that is easy to open to the
               desired pre-printed date tab. Each divider expands to hold up to 1-3/8" of material.


               TIP 7


               ACTI-FILE™ DESKTOP FILES / MANAGER CASE
               A steady and sturdy desktop file that holds up to six 1/2" thick letter size hanging
               folders or ten file folders or project jackets. Place into the durable nylon case for travel.


               TIP 59


               ANTIMICROBIAL EXPANDING WALLET
               Organize and store your documents in wallets made of an acid-free revolutionary
               antimicrobial material that inhibits the growth of bacteria, mold, fungus and mildew.


               TIP 55


               ANTIMICROBIAL FOLDER
               Single-ply folders that protect against the growth of bacteria, odors, algae, mold,
               fungus and mildew. They are ideal to store low activity files.


               TIP 55


               ARRANGE® FILE ORGANIZATION SYSTEM
               Tracks the location of electronic documents, Web links, scanned images and paper files.
               Creates customized labels for hanging folders, file folders, documents and file locations.


               TIP 78               80         86
This handy glossary shows examples of the Smead                                           FOR A COMPLETE
products mentioned in this booklet. For more                                              LISTING OF
information, visit our website at www.smead.com.
Select the items that best fit your needs, and provide                                    ORGANIZATION
your office products dealer with the Smead item                                           OPTIONS, VISIT
number to order.                                                                          WWW.SMEAD.COM



A-Z DESK FILE/SORTER
Heavyweight dividers are bound book-style in an attractive desktop file that is easy to
open to the desired alphabetical tab. Expands to hold up to 1-3/8" of material.


TIP 90              97


A-Z EXPANDING FILE
Excellent tool to organize large amounts of paperwork that need to be transported, or
to file material without a file cabinet. Alphabetical file has 21 pockets.


TIP 85


BOX BOTTOM HANGING FOLDER
Box bottom hanging folders keep thicker contents upright and prevent bulging by using
a reinforcement strip at the base. Handy for desk drawer filing of reference books.


TIP 43              46


CLASSIFICATION FOLDER
Heavy-duty classification folders make ideal project files. Dividers with fasteners
provide up to eight separate filing surfaces and have tabs for easy classification.


TIP 2               28        37         38         43        46


CLASSIFICATION FOLDER WITH POCKET-STYLE
DIVIDER
These folders have all the advantages of standard classification folders with the
added feature of full-page size pockets in the dividers.

TIP 30
COLORED FOLDER
Use different colored folders to indicate various types of files in one system. Code
large groups of folders for easy file return.


TIP 32              39        48


COPY CLAW®
This tool allows you to remove and replace stacks of punched papers quickly and
neatly. You can access the desired pages while keeping the file securely in order.


TIP 54


END TAB PREMIUM EXPANDING FILE
A design that combines the portability of an expanding file with the accessibility of
end tab filing systems. Pockets are twice as wide as conventional expanding files.


TIP 31              67


FASTENER FOLDER
Installed fasteners hold papers securely inside folders and prevent valuable papers
from falling out or getting lost. Papers can be subdivided within the folder.


TIP 51              54


FILE-BAR™
These are perfect for filing catalogs, price lists, magazines, or bound reports directly
in hanging-style filing cabinets – no hanging folders needed.


TIP 31              67


FILE GUIDE
The signposts of alphabetic filing systems, these guides break folders into smaller
groups for quick identification in the file drawer.


TIP 57
HANGING CLASSIFICATION FOLDER
Heavy-duty classification folders with folding hangers that expand up to 2". Simply
fold down the hangers and you have a portable classification folder that’s ready to go.


TIP 43


HANGING FOLDER
Utilized in desk drawers, hanging folders keep papers neatly vertical in the file. They
feature coated rod tips and clear tabs that can be positioned in variety of locations.


TIP 35              46        51         95


HANGING POCKET
Ideal for storing large amounts of paperwork that need to be removed frequently from
the drawer. Sturdy sides keep papers from falling out. Repositionable tabs included.


TIP 45              81


HEAVY DUTY FILE BACK WITH FASTENER
Extra heavy manila with fastener to group papers together in sequence for quick
reference and easy access. Preprinted with project task list and three month calendar.


TIP 41


HOUSEHOLD ORGANIZER
Keeps all household paperwork in one place. Twelve dividers are indexed with alphabetic
(A-Z), monthly (Jan.-Dec.) and household subject headings. Flap closes with elastic cord.


TIP 99


INTERIOR FOLDER
These are special size folders with assorted tab positions are designed to fit neatly
inside hanging folders. The tabs are hidden when returned to the file.


TIP 35              46        95
OPEN ROLLING FILE
Rolling files provide mobile storage for hanging files that must be portable. The files
have locking wheels and can accommodate 80 hanging folders in 24" of filing space.


TIP 35              72


ORGANIZER FOLDER
An ideal tool to keep multiple projects and loose documents separate and organized
in one file. Each of the four sections can expand to 3/4".


TIP 35              43


OUT GUIDE
Out guides clearly mark where folders have been removed from a file. When a folder is
taken from a drawer, an out guide is is inserted into its place. Preprinted check-out form.


TIP 54


PARTITION WALLET
Handy, portable wallets for transporting and storing documents. Multiple pockets
allow for subdivision of contents to keep paperwork sorted within the wallet.


TIP 27


POCKET FOLDER WITH FASTENER
This end tab folder has a handy pocket on the inside front panel that’s open on the top
and inside edge. A fastener holds papers secure on the opposite panel of the folder.


TIP 34


POCKET PORTFOLIO
Two large reinforced pockets hold documents safely inside for easy transport while
keeping the information immediately accessible.


TIP 95
POLY HANGING EXPANDING FILE
Retractable hooks make these hanging files portable too. Twelve indexed dividers with
large colored tab inserts provide 13 letter size pockets. Each pocket expands to 7/8".


TIP 8               36


POLY PAD FOLIO
Heavy-duty poly folio resists tears, repels moisture and features an interior back
pocket that holds a note pad and the inside cover pocket that stores loose papers.


TIP 10              12         98


POLY PRIVACY ENVELOPE
Protects confidential files during transport. Opaque black polypropylene with a zippered
closure. A front pocket holds routing slips or other information. Ideal for patient files.


TIP 50


POLY PRO II PAD FOLIO WITH EXPANDING FILE
Folio with seven-pocket expanding file with flap, two generous pockets, two index or
business card pockets and elastic pen loop. Folds closed and is secured with closure.


TIP 60


POLY PROJECT JACKET
Slide papers into these colored sleeves to organize projects and protect them from dirt
and moisture. Open on the top and one side with a tuck flap that locks pages inside.


TIP 6


POLY RETENTION JACKET
Add documents to fastener folders without punching them. Adjustable to fit either letter
or legal folders. Features a die-cut front for easy access and clear stock for viewing.


TIP 37              38
POLY SECURITY ENVELOPE
Safely store computer disks, CDs, photos, X-rays, etc. in a two-hole punched poly
envelope. Secured on all four sides, it can be attached to a folder with a fastener.


TIP 58              79


POLY TRANSLUCENT SLASH JACKET
Diagonal slash jackets made of translucent colored poly with pockets on both sides.
These jackets are punched to fit in standard three-ring binders.


TIP 100


PREMIUM EXPANDING FILE
These files have 12 pockets that are twice as deep as conventional expanding files
and come with large 1/3-cut clear tabs and blank inserts for customized indexing.


TIP 20              21         32        35         96


PRESSBOARD FOLDER
Heavy-duty folders for large, bulky files. Made of tough, heavyweight pressboard that
resists wear and tear. Gusset expands to hold significant amounts of paperwork.


TIP 35              46


PROJECT JACKET
Stores hard copy papers and electronic media in one folder. Angle cut pocket for easy
viewing of contents. Three hole punched with a large tab. Excellent for use in binders.


TIP 26              27         40         92        95


PROJECT LIST DIVIDER
Apply these dividers to nearly any filing surface with self-adhesive backing or attach
to a fastener folder. Features a blank three month calendar and tab at the bottom.


TIP 12              39
RETROSPECT® 13-POCKET ACCESSORY ORGANIZER
This extra-wide organizer has a handle, buckle closure and attractive reinforced sewn
cloth edges. Made from waterproof polypropylene to last for years.


TIP 94


RETROSPECT® HANGING FOLDER
Retrospect hanging folders are made from attractive bright white stock that is
acid-free. Folders come with clear tabs and blank inserts for customized labels.


TIP 94


RETROSPECT® PHOTO ENVELOPE
A great tool to organize transport and store more than 120 photos up to 5" x 7" in
size. Durable polypropylene is transparent. Flap secures with hook and loop closure.


TIP 94


ROTARY FILE CABINET
Rotary files are an efficient alternative to lateral filing cabinets, occupying 1/3 the floor
space with the same filing capacity. Lockable cabinets are accessible from both sides.


TIP 56               66


SELF-ADHESIVE VINYL POCKET
Features self-adhesive on the back side so you can adhere them to file folders,
binders, pockets, jackets or anywhere that you need to store small items safely.


TIP 43               49         58          81         83


SLASH JACKET
Sturdy page holders with closed sides and angled front for viewing documents.
Pocket is slit to accept business cards.


TIP 1                60          89
SLIDE-BY FILE MOBILE FILE CABINETS
Layered open shelving units move on tracks to allow maximum filing density. Ideal
for offices with minimal amounts of floor space.


TIP 66


VIEWABLES® LABELING SYSTEM
PC software allows you to create unique labels to attach to specially designed and
patented three-sided hanging folder tabs. Allows label reading from front, back and top.


TIP 33               45          48         49           51


WALLET
Letter or legal size folders fit neatly inside wallets without bulging out the side gussets.
The protective flap and elastic enclosure ensures that the contents will not fall out.


TIP 52               88


WATERSHED®/CUTLESS® FOLDER
These folders resist liquid spills and are dirt and finger-oil resistant. The surface is writable
using a ballpoint pen, rollerball pen or pencil and reduces the likelihood of papercuts.


TIP 46


WORKSPACE FOLDER
Workspace organization folders can be used in both top tab and side tab filing systems.
Label both side and top tabs for quick identification no matter where the file is stored.


TIP 11                31 33                 46


WORKSPACE POLY CD JACKET
Workspace CD jackets provide the flexibility of storing up to four CDs and diskettes with
paper files. Side tabs or top tabs can be used for quick identification in any location.


TIP 78               79
www.smead.com
Form No. GI - 06

				
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