All trademarks and registrations are the property of Barbara Hemphill.

presented by

Barbara Hemphill, Founder Productive

Environment Institute

Organizing for Success:What To Toss and How To Find the Rest!

All trademarks and registrations are the property of Barbara Hemphill.

All trademarks and registrations are the property of Barbara Hemphill.

All trademarks and registrations are the property of Barbara Hemphill.

Can a Tiger Change Her Stripes?

All trademarks and registrations are the property of Barbara Hemphill.

“The Productivity Principle™”

Your ability to accomplish anything is

directly related

to your ability to find

the RIGHT INFORMATION

at the RIGHT TIME!

All trademarks and registrations are the property of Barbara Hemphill.

Productive Environment™

An intentional settingin which you can accomplish your work

and enjoy your life!

All trademarks and registrations are the property of Barbara Hemphill.

1. Organizing your brain

2. Organizing your time

3. Organizing your space

4. Organizing your information

“Productive Environment™”

All trademarks and registrations are the property of Barbara Hemphill.

1. Does it work?

2. Do you like it?

3. Does it work for others?

4. Can you recover quickly?

Organizing is an Art!

All trademarks and registrations are the property of Barbara Hemphill.

Average number of emails in “In Box”???

3000+

All trademarks and registrations are the property of Barbara Hemphill.

Clutter is Postponed Decisions®

All trademarks and registrations are the property of Barbara Hemphill.

The File-Act-Toss SYSTEM™

There are only three decisions

you can make about what to do

with any information.

All trademarks and registrations are the property of Barbara Hemphill.

80% of what we keep we NEVER use!

All trademarks and registrations are the property of Barbara Hemphill.

The Art of Wastebasketry®

•Require action?

•Recent enough?

•Difficult to get again?

•Tax or legal implications?

•Specific use?

Worst case scenario?

All trademarks and registrations are the property of Barbara Hemphill.

Three Types of Files

● Action: ● Current projects and/or individual tasks

● Reference: ● Wish to keep/refer to

● Archive: ● Reference files that are simply less

accessible

All trademarks and registrations are the property of Barbara Hemphill.

6 Information Management Questions

• What do we need to keep?

• In what form?

• For how long?

• Who is responsible for filing?

• Who needs access?

• How can we find it?

All trademarks and registrations are the property of Barbara Hemphill.

Originator’s Rule:

Whoever creates a document is

ultimately responsible for its

retention!

All trademarks and registrations are the property of Barbara Hemphill.

Keep Anything…..

• Space

• Time

• Energy

• Money

If You Are Willing to Pay the Price

All trademarks and registrations are the property of Barbara Hemphill.

Almost Paperless™ Call to Action:

All trademarks and registrations are the property of Barbara Hemphill.

1. The “True” Cost of Paper

2. Floor Space Requirements

3. Decreased Productivity

4. Social Responsibility

5. Moving Costs

How much does paper REALLY cost?

All trademarks and registrations are the property of Barbara Hemphill.

• 45-60 years old: lots of paper

• 30-45 years old: some paper

• 20-30 years old : very little paper!

The Generational Challenge

All trademarks and registrations are the property of Barbara Hemphill.

From this...

All trademarks and registrations are the property of Barbara Hemphill.

To this...

All trademarks and registrations are the property of Barbara Hemphill.

Why Almost Paperless™ Now?•Increased information

•Increased workload

•Decreased workforce

•Highly transitional workforce

•Highly mobile workforce

•Decreased space

•24/7 expectations

•New litigation laws & legal guidelines

All trademarks and registrations are the property of Barbara Hemphill.

» Reduce costs

» Minimize stress

» Improve decision making

» Increase productivity

» Decrease liability

“Almost Paperless” will:

All trademarks and registrations are the property of Barbara Hemphill.

1. Desktop Trays

2. Wastebasket/Recycle/Shredder

3. Calendar System

4. Contact Management System

5. Action Files

6. Reference Files

The Magic 6™

All trademarks and registrations are the property of Barbara Hemphill.

1. In/Out/To File Trays or Boxes - This tool is

used to manage incoming & outgoing items.

The Magic 6™

All trademarks and registrations are the property of Barbara Hemphill.

2. Wastebasket/Recycle/Shredder - This tool

is used to eliminate clutter & practice The Art of

Wastebasketry®

The Magic 6™

All trademarks and registrations are the property of Barbara Hemphill.

3. Calendar/Planner/PDA - This tool is used to

manage time. It can be used to keep

appointments, block out time for projects, and

big picture planning.

The Magic 6™

All trademarks and registrations are the property of Barbara Hemphill.

4. Contact Management / Database - This tool is

used to manage people & resources. It can be

stationary or portable.

The Magic 6™

All trademarks and registrations are the property of Barbara Hemphill.

5. Action Files - used to manage active

projects and daily “to dos.”

The Magic 6™

All trademarks and registrations are the property of Barbara Hemphill.

By Date By Subject or Event

By “Type of Action” –

e.g. Data Entry

ACTION FILES

All trademarks and registrations are the property of Barbara Hemphill.

6. Reference Files – Used to manage what you want to keep and refer to. There is no action required now, but you may want it in the future.

A Finding SYSTEM™

The Magic 6™

All trademarks and registrations are the property of Barbara Hemphill.

The Productive Environment Process™

1. Design your vision

2. Eliminate your obstacles

3. Commit your resources

4. Select your tools

5. Maintain your success

All trademarks and registrations are the property of Barbara Hemphill.

Hemphill’s Principle

If you don’t know you have it, or you

can’t find it, it is of NO VALUE to you!

All trademarks and registrations are the property of Barbara Hemphill.

Before

All trademarks and registrations are the property of Barbara Hemphill.

After

All trademarks and registrations are the property of Barbara Hemphill.

Before

All trademarks and registrations are the property of Barbara Hemphill.

After

All trademarks and registrations are the property of Barbara Hemphill.

Before

All trademarks and registrations are the property of Barbara Hemphill.

After

All trademarks and registrations are the property of Barbara Hemphill.

Get started at http://barbarahemphill.com/