Is Information Traffic Holding You Up?
How to D.A.R.R.T. Through Information Traffic So You
Can Speed Up Your Productivity and Your Success
Information comes into your work day physically and electronically at warp speed, whether it’s dumped on you or you ask for it. For now, let’s focus on the information that gets dumped on you so you can quickly move forward with your day rather than feeling like you’re slogging through molasses.
When you look around your office and the information in it, focus on consolidation of information. If it’s all spread out, you won’t be able to find what you need when you need it, nor will you be able to prioritize effectively. So to help with consolidation and organization, here is my tip sheet called “D.A.R.R.T. through Information Traffic: 5 Places and Processes for Information in Your Office:”
D – Delegate & Outgoing
Everybody’s got outgoing stuff even if they don’t delegate, but I highly encourage everyone who can delegate to do so regularly. Clear a place on the corner of your desk closest to the door for these things. I don’t believe in “outboxes” because they give your things a place to stall. It’s a comfy home, and easier to ignore, but really these things should be temporary… fluid… always moving. So whatever accumulates here needs to disappear several times a day.
A – Action Items
Clear a place on your desk for papers and files that are actionable. If you use an e-Task list (please!) you can part with a LOT more paper, post-it notes, pads, not to mention clear your head. Then rest can sit in a step file, vertical sorter or in a small pile in one area of your desk while you haven’t gotten to these tasks yet. If a file exists, file the information and add a note on your task list about where it is. And News Flash (+ good news!): if you are buried in paper and files these days, you’d be truly surprised at how little of that is really actionable…
R – Reading
Clear a space on another piece of furniture besides your desk if possible. This little pile (yes, I said LITTLE!) should be behind you or off to the side, because unless your whole job is about reading and researching, this pile isn’t as much of a priority as the actions on your task list. Collect all your reading in one place and establish a weekly plan of uninterrupted time on your calendar to read, whether it’s in physical or electronic format. Be sure to make that pile (or the e-folder contents) disappear every week. Why? Because more is coming. Don’t let it build up around you. You can’t read it all, so pick the best – the juiciest information – and move on.
R – Reference
This is what your file cabinets are for, as well as your C: drive or shared drive. Keep your files accurate and organized with only the stuff you can use and you’ll always be able to find what you need when you need it. Also, create files for papers and electronic information as soon as you know you need a new file. Don’t let a pile accumulate. For physical papers, have your label maker nearby or already connected with your computer so you can whip off those file labels!
T – Toss it!
My favorite. Get rid of everything you don’t need, use, want or love. Use your shredder, recycle bin or the trash can. And have it near your desk. I’ve had clients who put them far, far away and I’m not sure why they make it so hard on themselves. Keep it within easy reach!
Bottom Line: Never stop making decisions about your incoming information. Either it’s useful or it’s not. You decide. But don’t let it trap you in endless information traffic. Like being stuck on the freeway or beltway, letting your information sit there won’t propel you toward peak productivity. Always keep it moving and you’ll continue moving forward rapidly on the road to success!
