INSPIRATION THROUGH COLOUR DEVELOP AN EFFECTIVE WORKPLACE FILING SYSTEM
PREPARED & PRESENTED BY: EMMARENTIA STANDER
Lodestone Document Consulting
SEMINAR OVERVIEW 1. INSPIRATION THROUGH COLOUR 2. WHY DO WE NEED A GOOD FILING SYSTEM 3. CRITERIA FOR A GOOD FILING SYSTEM & RECORDS MANAGEMENT PRINCIPLES 4. MAINTENANCE 5. THE BENEFITS OF A GOOD FILING SYSTEM 6. COLOUR IN THE WORKPLACE The bad news is that time flies. The good news is that you are the pilot. Michael Altshuler
INSPIRATION THROUGH COLOUR
HOW DOES COLOUR AFFECT OUR WELL BEING
Our Colour Choices Are Mostly Unconscious It has great emotional impact on us from the; clothes we choose to wear, decorations that fill our homes, foods we choose to eat, the stationery we choose to use
HOW DOES COLOUR AFFECT OUR WELL BEING
Colour Benefits include; more energy, soothing & calming effects, stimulate our appetites, affect the overall atmosphere of any space.
R E D Red the most powerful of all the colours stimulates the heart and blood circulation; high arousal in all perspectives of the body; it is a sexy, dynamic, vital, powerful, warm, sensual, determined, courageous, angry, impatient and ambitious colour.
Blue almost always has a pleasant association cool, cleansed, relaxed, calm, hopeful, protected, reassuring, trusting; it inspires mental control, clarity and creativity; blue is also an appetite suppressant.
B L U E
Green is the colour of freshness, peace, freedom, relaxation and security. It represents optimism, it is the colour of life and vegetation, it helps us to connect with the empathy of others and nature.
G R E E N
Black is a very powerful colour Mysterious, dominant, sophisticated. It is associated with; silence, infinite and feminine life-force ; passive, uncharted and mysterious.
B L A C K
Yellow is the warmest, most cheerful, happiest, brightest colour, it stimulates the brain, making people alert, clear-headed and decisive.
Y E L O W
BE INSPIRED Colour is a powerful communications tool; Use colour to express yourself Use colour in your working space to create an organised environment Use colour to increase your productivity Use colour to develop an effective filing system...
WHY DO WE NEED A GOOD FILING SYSTEM
THE FACTS 50% increase in paper in offices from 1995 to 2005 The average office has 19 copies of each document 80% of papers filed are never retrieved again People waste almost one hour per day trying to find misfiled, mislabelled or misplaced items The constant bombardment of paper in our lives is one of the biggest challenges all of us face each day. The paperless society is to date a fallacy, but we can learn to manage our paper-flow more effectively and take back control.
THE FACTS FORBES estimated the typical executive wastes 150 hours a year searching for lost information, translating into a tangible loss of R22 500 per year for every salary of R300 000. Similar report by The Wall Street Journal, reported the average executive wastes 6 weeks per year retrieving misplaced information from messy offices. Representing a loss of R48 500 per year for an executive earning R420 000 per year. For a company with 50 of these executives , thats nearly R2,5 million in lost productivity each year.
THE FACTS Spending precious time looking for information can take the pleasure out of any task - and it adds to your stress levels. In order to effectively manage your work space, time and to be productive, you must eliminate clutter, set up an effective filing system, gather essential tools and manage your workflow. It has been my observation that most people get ahead during the time that others waste time. Henry Ford
WHY IS INFORMATION IMPORTANT
INFORMATION IS THE HEART OF YOUR ORGANISATION; You cannot work without information Each action initiates an action and transmits information Information protects the interest of the organisation and the rights of employees, clients and present and future stakeholders,
WHY IS INFORMATION IMPORTANT
INFORMATION IS THE HEART OF YOUR ORGANISATION; It supports and documents current and future research, development activities and achievements, as well as historical research, Establishes business, personal and cultural identity, and Maintains corporate, personal or collective memory
OUR AIM Lets unclutter your thoughts about filing and organise your office space with simple tips on file management. Let Bantex inspire you with colour! Lets Get filing!
CRITERIA FOR A GOOD FILING SYSTEM RECORDS MANAGEMENT PRINCIPLES
WHAT IS THE BIG DEAL
I have a filing system that works I know where my files are stored I have my own filing stationery to compliment my filing system
How will this presentation benefit Me?
WHAT IS THE BIG DEAL
A FEW QUESTIONS: What happens when you are not at work. Can you or your boss access and allocate your own or colleagues files? Do you have adequate space for your growing paper records? Do you have an effective archiving system for valuable records with a regular clean up regime? Do you have a back up plan for vital records in the event of a disaster?
HOW LONG DOES IT TAKE TO FIND?
LETS TRY AGAIN
EACH PERSON FILES INFORMATION HIS OWN WAY. How to find it?
REORGANISE INFORMATION TO REDUCE COST AND IMPROVE YOUR COMPANYS EFFECTIVENESS
CRITERIA 1 Why do we need a Common Logic to access information? o Creates uniformity o Across multiple disciplines in your office/organisation o Decreases time to find records o Increases productivity o Increases transparency Regulatory Environment Demands o Increases staff mobility
CRITERIA 1 How do we create a Common Logic of Information?
Develop a Business Classification
System -File Plan-
WHAT IS A CLASSIFICATION SYSTEM
o Taxonomic classification is the act of placing an object or concept into a set or sets of categories (such as a taxonomy or a subject index), based on the properties of the object or concept.
o Source: Wikipedia
A CLASSIFICATION SYSTEM WERE ALL FAMILIAR WITH
ALL CREATURES ON EARTH
BIRDS
INSECTS
ANIMALS
HUMANS
REPTILES
FISH
A CLASSIFICATION SYSTEM WERE ALL FAMILIAR WITH
ANIMALS
Bovines
Felines
Dogines (Canines)
Rodents
Equine
A CLASSIFICATION SYSTEM WERE ALL FAMILIAR WITH
CANINES
Dalmatian
Rotweiller
Pekinese
Poodle
German Shepherd
Boxer
A CLASSIFICATION SYSTEM WERE ALL FAMILIAR WITH
DALMATIAN
INDEX/FILING CRITERIA Date of birth Location Size Colour Pedigree Owner
A CLASSIFICATION SYSTEM WERE ALL FAMILIAR WITH
BELLA THE DALMATIAN
INDEX/FILING DATA FOR BELLA
02/11/2007
Sandton
1.65cm
White Short Hair
Brown Eyes
Alexis
WHAT IS A BUSINESS CLASSIFICATION SYSTEM
A classification system that is related to your organizations business Functions.
A classification identifies all of an organizations Activities and locates them in the framework of its stated or mandated mission or purpose. In its fully developed form, the classification produces a representation of the organizations business functions, activities and trans-Actions (records).
WHAT IS A BUSINESS CLASSIFICATION SYSTEM
A Business Classification can be used to; develop a records classification scheme and thesaurus, titling/coding and indexing rules, identification of records retention/disposal classes and access classifications.
HOW TO DEVELOP A BCS/FILE PLAN
A BCS is derived from the business Functions and Activities, not from names of organizational units/departments. A BCS is specific to each organization and provide a consistent and standard way of communicating across organizational units/departments sharing the same information for interrelated functions.
HOW TO DEVELOP A BCS/FILE PLAN
A BCS is Hierarchical, moving from the most general to the most specific concept; From high-level Function to specific transAction; e.g.
HUMAN RESOURCES ADVERTS INTERNAL
RECRUITMENT
HOW TO DEVELOP A BCS/FILE PLAN
The first level usually reflects the business Functions. The second level is based on the Activities constituting the function. The third and subsequent levels are further refinements of the activities or groups of trans-Actions (records) that take place within each activity.
WHAT DOES A FILE PLAN LOOK LIKE
1st level 1 HUMAN RESOURCES
2nd level
1/1 EMPLOYMENT CONTRACTS
1/2 RECRUITMENT
3rd level
1/1/1 PERMANENT
1/1/2 TEMPS
1/2/1 ADVERTS
1/2/2 INTERVIEWS
4th level
1/2/1/1 INTERNAL
1/2/2/2 MEDIA
WHAT ARE STANDARD BUSINESS FUNCTIONS
1. ORGANIZATION AND CONTROL MISSION BUSINESS STRATEGIES SECRETARIAL REPORTS, etc. TYPES OF ACTIVITIES & RECORDS
2. HUMAN RESOURCES MANAGEMENT 3. FINANCIAL MANAGEMENT
SUPPLY CHAIN MANAGEMENT FACILITIES MANAGEMENT COULD BE SUB FUNCTIONS
4. INFORMATION SERVICES IT MANAGEMENT LICENSING AGREEMENTS RECORDS MANAGEMENT, etc.
5. MARKETING & OTHERS TO CONSIDER.
CRITERIA 2 THE F A S T WORKFLOW RULE; for information that arrives in your In Tray ask yourself: What is my next ACTION?
FILE ACTION SCHEDULE TOSS
FILE
INTO YOUR DAILY PENDING SYSTEM INTO YOUR MAIN COMPANY FILES
ALWAYS MIRROR YOUR COMPANY FILES. USE YOUR FILE PLAN
ACTION
DOES IT REQUIRE ACTION BY YOU?
DOES IT GO INTO YOUR ACTION FILES? DELEGATE IT
DOES IT REQUIRE ACTION BY SOMEONE ELSE?
THEN SCHEDULE THE NEXT ACTION REQUIRED; CALL, EMAIL, DISCUSS ETC.
SCHEDULE
INTO YOUR CALENDAR? INTO SOMEONE ELSES CALENDAR?
TOSS
PRACTICE THE ART OF USING YOUR WASTEBASKET!
IS THE INFORMATION CURRENT ENOUGH TO USE? CAN I OBTAIN IT AGAIN? ARE THERE LEGAL IMPLICATIONS? IF I REMOVE THIS, WHAT IS THE WORST POSSIBLE SCENARIO?
DESKTOP PENDING SYSTEM
Use these HEADINGS to organise incoming documents, letters, emails etc. before transferring to your Central Filing System, but... Attend to these documents or files Daily/Weekly!
ACTION CURRENT WORK & FREQUENT ACCESS NO MORE THAN 20 FILES KEEP CLOSE TO YOU
DESKTOP PENDING SYSTEM
REFERENCE LESS FREQUENT ACCESS NEED ON HAND BUT NOT READY TO FILE/ARCHIVE ARCHIVE RARELY ACCESS RETENTION PERIOD IDENTIFIED
DESKTOP PRODUCTS EXPANDING FILE
SUSPENSION FILE BOX
DESKTOP PRODUCTS TEXO MODULAR STORAGE UNITS FILING/MAGAZINE BOX
CRITERIA 3 Group & Colour co-ordinate files per function for ease of identification i.e. HR red Finance green Marketing blue Production black Sales yellow Bantex files lever arch, ring binders and suspension files are available in all these colours THE EYE READS COLOUR 50% FASTER THAN ANY WRITTEN DATA
BANTEX PRODUCTS COLOURED LEVER ARCH FILES
THE EYE READS COLOUR 50% FASTER THAN ANY WRITTEN DATA
CRITERIA 4 Select the right size file for the volume of documents you want to file. Use the 8 cm rule in your storage units. Avoid exceeding 3cm per file (if using top retrieval). For larger documents, open a 2nd or 3rd volume of a specific file. NOTE: PAPER CAN NOT SUPPORT PAPER! INVEST IN GOOD STORAGE UNITS
BANTEX PRODUCTS NOTE: PAPER CAN NOT SUPPORT PAPER! INVEST IN GOOD STORAGE UNITS
CRITERIA 5 Use A4 Top Retrieval Folders to save space and money. The Bantex Suspension File Box. The Bantex Expanding file has a square bottom which allows it to stand on its own. The Bantex Wall Pocket Organiser retrieval system is ideal as it holds your Top Retrieval Folders or suspension files pre-filing in your storage units.
BANTEX PRODUCTS WALL POCKET ORGANISER TOP RETRIEVAL SUSPENSION FILE
CRITERIA 6 Ensure the file is labeled/indexed according to the specific content to be filed, use your File Plan. Alphabetic/Numeric/Monthly, etc. Advantages & Disadvantages DO NOT DELAY WHAT YOU CAN DO TODAY LABEL AS YOU GO!
CRITERIA 6 continued Do not file documents in unlabelled files. Place labels on top and back of file folders. Bantex Print offers you easy printing templates. Access the Bantex Print service online at www.bantex.co.za LABEL AS YOU GO! DO NOT DELAY WHAT YOU CAN DO TODAY
CRITERIA 7 Create Headings per Function/Activity for each section of filing. Always cross reference files/content to a specific Function & Activity. Keep similar subjects together by clipping into a file or divide into smaller file sections. Use a file index to keep record of file names and information. Bantex indexes specially incorporates Strong Line MAKE YOUR FILE INDEX VISIBLE AT YOUR FILING CABINETS
BANTEX PRODUCTS MONTHLY INDEXING NUMERIC INDEXING
MAKE YOUR FILE INDEX VISIBLE AT YOUR FILING CABINETS
MAINTENANCE
RECORDS LIFE CYCLE
Creation/Receipt
Final Disposal +90% should be destroyed <10% transferred to archives
Active Records High value Stored in offices Departmental
Semi Active Lower value and use Reference, legal, financial value Stored in Records Centre/registry
MAINTENANCE Once a good file management index is created, its essential to update it on a regular basis. You may want to create your own retention guidelines for other areas. For example past project files should be given a life span of 6 to 12 months and archive files should be cleared out after a set number of years.
MAINTENANCE For every file/archive box that is created and labeled, add a separate YFO (Year File Opened) and YFA (Year File Archived) coloured label on the file/box. This will ensure you can sort and get rid of unnecessary documents easily and free up valuable space. Schedule a regular file clean out day. Its a good idea to schedule time to review your system and all your files annually in order to ensure you have current information on hand. CREATE A COLOUR CODED RETENTION INDEX. E.G. ALL PINK LABELED FILES TO BE REMOVED IN 2013
MAINTENANCE MY ANNUAL FILE CLEAN OUT DAY IS SCHEDULE DATE IN CALENDAR YEARS
ALL MY FINANCIAL FILES WILL BE RETAINED FOR ALL MY HUMAN RESOURCES FILES WILL BE RETAINED FOR MY BUSINESS ARCHIVES WILL BE RETAINED FOR
YEARS
YEARS
ALL MY PROJECT FILES WILL BE RETAINED FOR YEARS
THE BENEFITS OF A GOOD FILING SYSTEM
THE BENEFITS Benefit #1: you will be able to be more focused on what you want to achieve. Benefit #2: you will be able to be more productive. Benefit #3: you will be able to manage your time more effectively. Benefit #4: you will be able to do your work more economically. Benefit #5: you will be able to reduce the clutter in your workspace and reduce your stress levels.
THE BENEFITS Benefit #6: you will be able to achieve more balance in your life. Benefit #7: you will be able to set and achieve your goals in a more efficient manner. Benefit #8: You will be able to present a more positive business image. Benefit #9: you will be able to prioritize your tasks. Benefit #10: you will be able to be more flexible and more creative.
THE BENEFITS Benefit #11: you will be able to achieve more energy and enthusiasm. Benefit #12: you will be able to achieve freedom from chaos.
COLOUR IN THE WORKPLACE
BE DYNAMIC
BE CREATIVE
BE OPTIMISTIC
BE POWERFUL
BE HAPPY
THANK YOU
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