Organize

Some people are complacent about organizing their home office. Some have actual mental problems that contribute to their state of disorganization and have accepted their clutter as incurable. This thesis will present reasons for disorder in the home office and help establish a routine for accomplishing home office organization. This paper presents five parts related to organizing a home office: (1)personal strategy, (2)personal filing system, (3)office filing system, (4)an office layout, and (5)financial records keeping.

A home office is a place where one can run a business without having to leave the home. Running a business in the home is hard enough without adding the chaos of clutter. This person has to be dedicated and organized to be able to balance between house chores and work, helping family members and employees. Some people have a tendency to collect things; be it magazines, books, pens, pencils or whatever. They will not take the extra few seconds to put items away in an orderly fashion, but will wastes hours looking for the item later. These people seem to stay in a state of chaos. Most people do not like to work in a cluttered office. However, some just believe it is quicker to work in clutter than to get organized. They feel that they cannot find the time to dig themselves out. This thesis will discuss possible reasons for how clutter starts, illustrate methods of getting organized and explain how the typical home office worker can stay organized.

What is disorganized and why are people disorganized? Disorganized is defined as, "to throw into confusion or disorder: upset the order and arrangement of"(1998 World Book Encyclopedia, 1998). Several news groups, including Delphi Forums (Delphi, 1998) and DECLUTTR@MAELSTROM.STJOHNS.EDU (DECLUTTR, 1998), offer help on how disorganized people can get organized. These news groups attract a mass of people wanting help to get organized. The excuse for disorganization vary to a degree but often include, no time to organize. The levels of disorganization varied from trying to sort through large amounts of e-mail to a mess large enough that there was the treat of eviction. It was interesting to find that a large number gave the excuse of mental illness. It has been shown that people suffering from Attention Deficit Disorder (ADD) have problems of being disorganized. Children and Adults with Attention Deficit Disorder (CHADD) define ADD or Attention Deficit Hyperactivity Disorder (ADHA) in their web-site as follows:

The official definition of Attention Deficit Hyperactivity Disorder (ADHA) as it appears in the Diagnostic and Statistical manual of the American Psychiatric Association is: "ADHA is a disorder that can include a list of nine specific symptoms of inattention and nine of hyperactivity/impulsively."(Children and Adults with Attention Deficit Disorder [CHADD], October, 1997)

The symptoms of ADD range from forgetting projects and losing items to keeping a messy living quarter (California Institute of Behavioral Sciences, 1998). Some feel overwhelmed by the amounts of paper piles that need to be sorted or items to be organized and thus fall into a depression. They become unable to cope with daily tasks and the state of disorganization increases. It becomes a non-ending cycle of despair. These people need to seek consultation with professional therapists. The situations of despair, depression, stress and disorganization does not exist only for people with ADD, but encompasses a large group of disorganized people.

There are people who believe that disorganization is their form of management and nothing can be changed. When confronted with the clutter issue some become very defensive. Some organizations have adopted policies that "clutter" will be viewed as a hazard. However, the Occupational Safety & Health Administration (OSHA) has directed in various policies that clutter be removed from any working area, such as in: "Removal of packed boxes by conveyor will reduce lifts and carries and free the work area of clutter" (Occupational Safety & Health Administration, May 10, 1994). OSHA regards "clutter" in the work place as a fire hazard, safety hazard and health hazard.

There are other repercussions to disorganization, besides legal and may include: workers not finding things in a reasonable amount of time, having to pay penalties on bills not paid in time, not finding a buried check, losing contracts due to untimely response, or not finding the information needed for a client. No one likes to pay a worker by the hour, while that worker spends time searching for items they need. Some consequences could be loss of clients, loss of income, or even a loss of a job. These losses cause stress in the work place as well as the home. By being continually surrounded by clutter, stress will increase and affect everyone at work.

Stress of organizing can be reduced if projects are broken down into smaller jobs, so not to intimidate the worker. Once a plan of strategic organizing is established and organization has started to settle in as the norm, then stress and tension will become less apparent. Chronic clutter bugs need a concise and easy to follow set of instructions that will guide them to an organized sanctuary, a place to feel secure and content. A daily routine that takes very little time once established will aid in reestablishing self-confidence, increasing productivity and reducing stress. Does organization help the working environment? If an office and the worker are organized, time is freed for reading, concluding business deals, corresponding, balancing books, learning a foreign language and finding a life outside the office. Organization creates an environment of harmony, which is conducive to production as stated:

One way is to "enact" the environment rather than merely "reacting" to it (Weick, 1979). That is, individuals can actively work to create more favorable environmental circumstances in which to work and live. By so doing, they can rationally and systematically eliminate stressors. (Whetten and Cameron, 1995, p. 117).

Ron Thrasher, a manager for Thrasher Basement Waterproofing, Inc., organized his crew's truck. He had a setup of labeled bins and outlined areas for each tool or supply against the inside wall of the truck. (See attachment 1) Ron said that this way, when he got ready to leave a job, with one quick glance he could tell if all the equipment was there. He and his workers do not waste any time searching for tools or supplies as long as they are put back in place.

To rectify problems of disorganization a worker could start with a good personal strategy and time management plan. Personal strategy to getting organized can be divided into two parts: lists and when to say no. Before making lists set goals. Zig Ziglar, a renowned personal motivator, has stated in many of his seminars that, "a goal properly set is halfway reached." Some demons to be wary of are procrastination and distraction. People tend to let these demons take control of their lives and before they know it they are drowning in clutter. There are many different methods to getting organized. The trick is finding the right one and sticking to it. Do not procrastinate on starting to get the home office organized. The rewards are numerous and profitable.

When developing a strategy for the home business, a mission statement helps the worker to focus on what is needed to be done. At the start of the working day, office workers should develop a habit of creating a to-do list. A business should have several lists. A home office should manage as a large business would, just in a smaller quantity. Goals for the company are a form of a to-do list that will exist for the life of the company. This list of goals describes the tasks or accomplishments the company wants to achieve in its lifetime. People on an individual basis should have life time goals for themselves. To-do lists should be set for the year, month, week and day. By establishing a to-do list the worker will know where to focus. The lists that stretch out over more than one day are meant for more general tasks. A daily to-do list describes what tasks are needed to be accomplished for the day. These tasks can vary from meetings, returning calls, writing corespondents, researching information to writing a business plan. Tasks should be divided into two groups, short-term tasks and long term tasks. Problems arise when workers either does not set aside enough time to do a specific task or get distracted and start on an entirely different task. If there is stagnation in a project, changing to a different project could be a positive alternative. However, if everything is on track, switching around tasks could have adverse effect on the project. To illustrate, in the movie "Star Wars," the pilot is told to "stay on target" even though he is being attacked from all sides. In order for all workers to accomplish their mission, they have to "stay on target."

Once the to-do list has been established, the worker must set priorities among the tasks to be accomplished. What comes first? The amount of time available can make a difference as to which project should be tackled first. Long-term projects may take more time to accomplish than the short-term projects. Larger projects maybe broken into several smaller projects, but their priority rating should remain the same as the larger. It is still the same large project, but shorter tasks are easier and have more immediate gratification. One should examine the "time management matrix" when setting priorities, as David A. Whetten

illustrates in the following table (Whetten, 1995, p.119). Jobs are categorized as to their importance and urgency. Activities that produce a desired result, accomplish a valued end, or achieve a meaningful purpose are categorized as important. Activities that demand immediate attention, express a need of someone else, or relate to an uncomfortable situation requiring immediate attention are deemed as urgent activities. Once priorities have been set, tasks can be handled in a more structured fashion, either by delegation; handling by one's self, or saying "no" to accepting a project.

When to say "no." An office worker should not overly extend what they perceive they can accomplish in a designated time frame. People have to learn to say "no". Many will take on more work than they can constructively accomplish. People have been taught from early childhood that they should do what they are told. In some cases the person may have used negative reinforcement to get this child to do what they were told. Unfortunately this logic has a way of getting out of hand and leading to disorganization. When a worker has a set schedule, it helps to know how much time can be delegated to tasks. A manager of a business needs to know how to empower his workers and trust in them. This would enable workers to efficiently manage their time with fewer interruptions.

When running a home business, the worker has to deal with family matters along with business matters. Setting up a work schedule and posting it where the family and workers can see it helps to reduce interruptions. People may get confused as to what is more important. The home worker has to set their priorities. Having and knowing what the mission statement for the business is and abiding by it could avert this confusion. A mission statement should clearly state the goals and objectives of the company. This helps the family to know what is going on in the home business. All employees in the business and family need to be aware of what is needed to accomplish the business mission and maintain harmony in the work place and home.

A home office needs boundaries. Dr. Kathleen R. Allen lists four boundaries that need to be considered: (1) explain the importance of your work to your family, (2) set up a work schedule, post it and stick to it, (3) establish parameters, "Do not knock on my door unless someone is hurt or a stranger is at the door." (4) do not let guilt of not being available for your family undermine your business efforts (1995).

Once goals and priorities are set, workers should have a clearer picture as to what tasks they need to accomplish to reach the company's goals. It will be easier to control what needs to be done to keep the work place in order. Thanks to the rapid development of new technology and the continued drop in computer prices, it is now easier than ever to compress mass amounts of information into electronic files. The computer is taking on the job of secretary for even the small home office worker. This helps to reduce information production time and costs.

Personal filing systems can help to maintain to-do lists. There are several ways a list can be maintained using either a Personal Digital Assistant (PDA) or Personal Information Manager (PIM), a computer with software for personal organizing, or a paper personal organizer. PDA and PIM are small hand-held computers with pre-installed programs. These programs may include a calendar, a scheduler, an address book, a to-do list, an outline, a calculator, a checkbook register, a search engine, an alarm clock, or a note pad. Some PDAs contain all the programs needed for organizing a variety of personal information and incorporate password protection. Some more expensive models can communicate with other computers to transfer information, send a FAX, send an e-mail or surf the Internet. This technology aids in maintaining exact duplications of more that one list. This information could be kept on the Internet via e-mail, but a tight security structure should be enforced to protect the information from intruders.

Computer programs vary in cost. These programs will be discussed in some detail later. For those who find computers intimidating, a blank paged book or purchased paper organizer book could be used for recording lists. The Iowa County Extension Office has developed a booklet with forms used to track information and location of information. This booklet is called "Getting Organized (PM-1121)"(Kaufman, 1998).

An appointment calendar is helpful in keeping the worker on schedule. It is easier to make non-conflicting appointments if an appointment book is maintained all the time. If a secretary is to make appointments, than that secretary should have access to two identical books or listings. One on the secretary's desk as well as the person the appointment is for. The same arrangement is easier to maintain on a networked computer organizer such as, "Lotus Organizer 97"(Lotus, 1991-1996), "Microsoft Outlook 97"(Microsoft, 1995-1997), "CorelCENTRAL"(Corel, 1997), or "Calendar Creator for Windows 95"(SoftKey, 1995). "Calendar Creator for Windows 95" is simple to use and allows the users to design their own calendars and print them. Iowa Western Community College uses "Microsoft Outlook 97" for the e-mail and scheduling ability over the Internet in correspondence with the faculty.

An address book or Rolodex should be kept so not to waste time looking up addresses or telephone numbers, especially if the telephone number is not listed in the telephone book. The Internet makes it quick to retrieve an address, telephone number or e-mail address. Many of the Internet address search engines are taken from old telephone books and have out dated addresses, telephone numbers or e-mail addresses. Organizing software or PDAs both may contain address book capabilities. If the organizer is located on a computer system with a modem, speakers, microphone and the proper telecommunications software, a call can be initiated at that point through the computer.

An Internet book is good to keep if the use of the Internet is essential to the business. This can be used to contain user names, passwords, Uniform Resource Locators, web page information and e-mail accounts. It is very important to keep this book in a safe place and out from prying eyes. PDAs and computer organizers have password capabilities and a place to store this information for fast retrieval.

An organizer can also help to track jobs and job completions. When tracking jobs the worker needs to maintain reporting information. The information might include: milage, travel time, travel expenses (costs for hotels, meals, tips, entertaining), exact work done, supplies used, job completion, need parts, etc. All the information a worker would need to complete invoices, purchase orders or reports. Some workers carry blank forms to fill out while on the road. Laptop computers with portable printers can produce all the paperwork needed while onsite. Some PDAs have the same capabilities. As to which one a worker should use would depend on cost and need. When looking for a PDA or PIM "Fortune" suggests the following check list:

Task Manager: Look for project management tools that let you assign smaller tasks to larger projects, assign due dates, and link tasks with people and projects.

To-Do List: Look for the ability to assign priorities and to carry items on the list until marked complete.

Contact Manager: The program should make it easy to get the number you need - look for Caller ID support.

Address Book: The address book should be easy to understand use. Look for merge features that work with your word processing, e-mail, and fax programs.

Schedule Keeper: You should be able to share your schedule, meeting requests to other workers, and check for time conflicts. Look for extras, like the ability to make parts of your schedule private and the ability to schedule resources.

Interface: You want a program that works like you do. If you have a choice over the program you will use, pick one that's closest to the way you manage your information now. (Fortune, 1998, p.1)

The office filing system consists of a logical order for: paper files, electronic files, diskettes, compact disks (CDs), books, magazines, parts, and office supplies. Stress and tension can build in an office when important information cannot be located quickly. By arranging the miscellaneous items needed for an office in an organized fashion stress and tensions are greatly reduced. The following paragraphs will describe ways to organize the office filing system. To keep track of what is in the office possession, a file created either on paper or computer should be maintained as to what is owned and where it is located. This list should contain only generalities. The more specific would be found in the file location.

All offices have paper work to go through, only the amounts vary from business to business. Paper files should be maintained on a regular basis. This would be determined by the amount of paper work that is handled on a daily basis. It is a lot easier if it is maintained on a daily basis. This way it does not have a chance to get out of control. Paper files are better maintained in a file cabinet. There are many styles to suit the needs of different offices. The cabinet should have enough space for what is kept and some addition. Older files can be purged from the cabinet and kept in labeled boxes that are stored in a dry area out of the way. Some companies like to keep only the present year and past year in the cabinet. The IRS suggests keeping all records until the period of limitations runs out. There is a catch here. The period of limitations varies up to seven years unless a fraudulent return or no return was filed, then there are no limitations and the burden of proof falls unto the filer (Internal Revenue Service, 1998).

Once the worker has obtained a file cabinet, the files need to go into the cabinet. Folders are needed. Some people prefer colored folders to help locate file categories at a glance. The categories could include clients or jobs. This may vary as to the needs of the business. Once categories are defined then they should be sorted either alphabetically or chronologically.

Cyndi Seidler of Handy Girl, Professional Organizing Online conquers the paper-sorting process in "Conquering Clutter", published online September 5, 1997.

If you have any piles or loose particles lying around, decide to make the time to deal with it. The paper-sorting process can be done in a relatively short period of time, once you start. You just handle each piece one by one until the pile disappears!

Here is a summary of steps to take to get rid of clutter (also, see details on sorting paper in "Paper Management"):

1. Gather all paper lying around in stacks or alone and "homeless" and put it in one (or two) piles.

3. Have a tray for paper to be filed, a tray for reading material, and file folders.

4. Have a To Do List pad at your side and a vertical file holder on your desktop area for Action and project files.

5. Pick up one piece of paper at a time and make a decision on what to do with it.

The sorting process involves that you make certain decisions on step #5. Here is a break down of how to do this decision-making process:

1. If you want to DO some action on it, note the task on the To Do List and put the paper in an ACTION file folder. Place the folder in a desktop vertical file holder.

2. If the paper involves an ACTIVE PROJECT, it may require some action, maybe not. In either case, the paper will go in the project file for the project, the task will be noted on the To Do List (which can be broken down into categories and projects), and the file can then be placed in the desktop vertical file holder.

3. If you want to READ it, put it in a designated reading pile placed in a basket or tray. The reading basket (or tray) can be on a shelf near your work area.

4. If you want to SAVE it for reference or document retrieval, put it in a "to be filed" basket or tray.

Once you've cleared away all loose papers and items, here is a simple technique to apply in controlling clutter:

When you retrieve a document or pull a file out, place it in a temporary location (in an "Action" file or on a vertical file holder on desk), unless you are ready to do something with it immediately. When you are finished with a file or retrieved document, place it in an "Outgoing" or "To Be Filed" basket to be stored away. When you are done using something put it back where you got it right away. Don't let it sit around "homeless." When you do your mail, handle each piece of paper after you pick it up. If you want to save the paper, place it in a "filing" basket. Do not store it in your mail basket to decide later what you're going to do with it. Make a decision right then and there! Take action! (Seidler, 1997a)

Once the paperwork has been sorted and then the retain able papers need to be categorized. Seidler breaks down some of the main business categories in her article "Office Organizing Systems" as follows:

Use hanging files to tab and hold category items and file folders to hold documents within categories.

Financial and Accounting: Vendor files (Accounts Payable), invoices (Accounts Receivable)

It is easier to organized electronics files on a computer it there are two hard drives. If a second hard drive is not within purchasing power then the first can be partitioned to act as two drives. This allows the user to format each one separately. With this theory, the first would be labeled "C" and contain the programs needed to conduct business and operate the computer. It is best for the user to use the recommended program location for installation of the software. This way there is no confusion as to where the programs are. The second would be labeled "D" and would be used for storing the data created by the user with the programs. The data files would be separated into folders or sub-directories. The folders may contain sub-folders, giving the user the flexibility to organized the folders and files to their liking. This way the user organizes the files to a logical arrangement for an easier finding.

With the large amounts of data being processed and the storage size of the programs, it becomes essential to back up programs and data files. This saves on time and cost of data recovery. If something happens to the computer, the software and data can be restored in minimal time. By having two or more drives and separating the programs from the data files, backing up can be more efficiently accomplished. The programs need only to be backed up when updated or a new program is installed. The data should be backed up on a regular basis. This would depend on the amount of data being produced and the importance of the data. An example would be an accountant doing income tax returns would back up the data on a daily basis, varying the tape, CD or sub-folder on a hard drive. If cost of storage devices is of no concern, then a backup of the programs and data on, either a tape read/writeable CD or a different hard drive. The middle of the night is a great time to backup. This way no one is slowed down or stopped from computer production by system backup. A special place should be used to store the backups. If there is worry of a fire then the backups should be removed daily or weekly from the premises. The bank safety deposit boxes are fire proof, protected from extreme heat and very safe.

When deciding where the data files should go on drive"D", the worker should consider what files are created on the computer. The files could be organized into groups, such as letters, contracts, projects, policies and proposals. On with the use of "Window95" making of sub-directories or folders has been giving more flexibility. Long filenames can be used to describe what the file is about. The files can be sorted using a hierarchical level of structure, such as a chart of accounts. This will guide the user to the file if there is organization to their location.

Computer diskettes and CDs can be stored in various boxes. If there is an abundance of diskettes then the receptacles can be categorized for operating systems, data processing, graphics and utilities. Once these disks have been categorized then they can be sorted as to their title. This makes for fast finding of software or files saved on diskettes. The boxes can be of different colors to designate a specific category and labeled for chronological dates or alphabetical sorting. The boxes can be kept on a bookshelf in the office for easy access.

Bookshelves are a necessity for many home offices. The Dewey Decimal Classification is rather complex for smaller libraries and does not incorporate computer information books. The Library of Congress' new resource referencing works best for small libraries. This method consists of categorizing the books by subject first then by author or title. An easy application would be to break the subjects into smaller groupings and then arrange the smaller groupings by title or author, whichever is more suitable.

Magazines and newspapers should be thrown out, recycled, or given away if older than six months. If the information is being kept for referencing some journals can be obtained on CD. This allows for computer-generated searches, thus finding the information quickly and saving time and money. Business expenses can be cut if the periodical can be accessed on the Internet. They would be kept in an archive and searchable with the computer for key words. If an article is found to be usefully and there is a need to preserve it then it can be scanned and saved in an index such as "Xerox Pagis Pro 2.0" provides (ScanSoft, Incorporated, 1997-1998).

If the business has to deal with inventory, the inventory should be setup where it can be easily accessed. Parts can be sorted by use, manufacturer or category. Keeping records that lists the part names, part numbers and manufacture, help the worker to know what in on hand or what needs to be ordered. The recording can be maintained in inventory in "QuickBooks"(Intuit Incorporated, 1997).

Office supplies should be kept in an accessible place but protected from dust. Supplies have a tendency to set on the shelf awhile. Printer or copier paper can be kept in the paper wrapper to protect from dust. If the end being opened looks cheap, then it can be cut away. There are different varies of storage boxes specially designed for storing office supplies attractively. These boxes can be kept on bookshelves or an organizing trolley on wheels, this allows for easy movement.

An office layout can be difficult if attacked alone. The reason for this is that the furniture maybe heavy and difficult to move. In this case a scaled diagram or model comes in handy. When the model is set to scale there will be no surprises when the furniture is moved. Businesses just starting out may want to go to an office furniture store first to speak with the store's consultant. This consultant will be able to direct the buyer as to what is available for the amount of office space and funds. One might look for functional furniture when furnishing an office. Functional furniture serves more that one function. "Home Office" presents several beautiful office designs. For example, an antique table is used for a desk (Dickinson, September, 1998). This is very attractive but lacks in functionality, especially if there is limited room and a need for storage drawers. Most home offices require a desk with drawers, file cabinet, bookshelf, computer, and a computer stand if the desk is not appropriate for a computer. The computer is optional. Not all-home businesses require a computer.

An In/Out basket is a necessity. Pollar, author of "Organizing Your Workspace. A Guide to Personal Productivity," lists reason why the in-basket is not working:

You have one, but even though you sort through it many times a day, the stack never gets any smaller.

Your co-workers know the only way to make sure you see something is to put it on your chair.(1998)

There should be only one small basket used for each worker. The worker should to be able to get through it in fifteen minutes. It is inevitable that a person will walk into the office and place important papers randomly on the desk, if not instructed to do otherwise. An in-basket should be placed in easy access for workers then it will be more readily used.

Equipment should be placed in strategic positions so they can be readily used and not in the way when idle. The user needs to have space in order to move freely without bumping into things. A nice arrangement, when a computer is used, is for the computer to be place either on the desk or on a special cart built for computers opposite the desk. This allows for the worker to work on the computer and easily turn to do something on the desk. If this arrangement is not feasible due to the office room space, then a small table can be placed to the side of the computer cart. Now the worker will have access to a writing or reading area. The chair should be ergonomically correct for the user. If more than one person is to use the chair, it should be adjustable in height and back. A floor lamp or a table lamp adds to the light and comfort of the office. Good lighting helps the worker see, improves the mood and reduces stress. If a facsimile machine is to be used in the office, it should be placed in a closet where the noise can be reduced or the connection sounds should be turned off so not to irritate the workers. Most computers come with FAX capable modems. A computer setup to receive FAXES via the modem help to reduce the paper clutter of the office and the amount of office equipment. The IBM Aptiva has a light that flashes when a FAX, voice message, data file or e-mail has been received. This allows the user to read or hear the miscellaneous messages then they can be saved, deleted or printed for filing. By having a scanner, attached to the computer, the need for a copier is eliminated. Now the scanner can emulate a standard FAX by being able to place a picture on the scanner and using it to copy to the FAX modem for sending.

An inconspicuous place to store the larger quantities of office supplies is more presentable in the office. Smaller quantities can be stored in unused desk drawers or in labeled boxes placed on a bookshelf. A list should be maintained as to the status of the supplies. This allows for no surprises.

Many people will confess that when it comes to the accounting books and tax records, they stumble through them and in desperation give them over to a lawyer or an accountant. Some people go to a tax audit, with all their records mixed in boxes. The Internal Revenue Service is not known for its abundance of patience and gives the tax payer limited time to produce the evidence needed for proof. This maybe the drive needed to get one to organize or gamble on not being picked. This gambling is another path of stress not needed in the work place.

Financial records cover checkbooks, credit cards, accounting books, receipts, invoices, purchase orders and tax records. The up keep on these records is best done daily. In doing so more timely billing and receipt of payment will add to the profit of the company. There are several ways to maintain financial records. The old way and widely used way is the use of paper ledgers. These encompasses an accounts payable, accounts receivable, general ledger, check book register, balance sheet and payroll. This method requires specialized training. There are several computer software packages that can be utilized with minimal training. Not all of the software available will be covered, but with this information a more sound judgement will be able to be made as to which program will work the home office.

Checkbooks come in booklets, sheets and with duplications. The duplicates help when a register is not maintained. "Quicken 5 for Windows" (Intuit Incorporated, 1995) or "QuickBooks 5.0 for Windows" (Intuit Incorporated, 1997) are extremely easy-to-use computer programs. "Quicken" is more for the home use and personal investments. It incorporates the use of a check register, credit card tracking, online banking, financial planning, investment portfolio, tracking financial situations and tax reporting. "QuickBooks" expands on accounting books for small businesses. It has the ability to produce invoices, purchase orders, payroll and write checks to either the printer on online through the Internet. Both "Quicken" and "QuickBooks" facilitate wizards that step the user through setting up the accountants for their business.

Receipts are required as proof of purchase. Many times when a rebate is offered the manufacturer requires the original receipt. "Xerox Pagis Pro 2.0" (ScanSoft, Incorporated, 1997-1998) allows the worker to use a scanner with their computer and create a copy for indexing, printing or faxing. This reduces the need to keep paper copies in the files and makes accessibility easy. The indexing allows for easier organization of the documents.

Getting organized is not always an easy task. The Internet is a cornucopia of information. (See Attachment 2) This is one place where having computer say, " Stay on target," might help the user to keep focus when on the Internet. The world has become obsessed with the need for information. Now there is an abundance of it that it has become overwhelming. It does not take long to get misdirected or lose the focus. By maintaining lists in either paper organizers, PDAs or PIMS, or computers and learning how to use the tools at hand the worker can get a hold on their world with organizing their life and office. There are quite a few professional organizers who can help those who can not get it together and get organized. As a stimulant to all to get organized and stay organized, January 12, 1998 was declared "National Clean Off Your Desk Day!" by The National Association of Professional Organizers (NAPO, January 9, 1998).

1998 World Book Incorporated (1998) Dictionary. 1998 World Book Multimedia Encyclopedia. International Business Machines Corporation.

Allen, K. R. (1995). Time and Information Management That Really Works. California: Affinity Publishing, Inc.

California Institute of Behavioral Sciences. (1998) Warning Signs Of Attention-Deficit/Hyperactivity Disorder In Children, Adolescents And Adults. Retrieved October 17, 1998 from the World Wide Web: http://psychiatryexpert.com/signs.html.

Children and Adults with Attention Deficit Disorder. (CHADD) (October, 1997) An Overview of ADHD. Retrieved October 22, 1998 from the World Wide Web: http://www.chadd.org/fact1-a.html.

Corel Corporation and Corel Corporation Limited. (1997) CorelCentral: Corel WordPerfect Suite 8: Academic [Computer Office Suite Program]. Ottawa, Ontario Canada: Corel Corporation Limited.

Culp, S. (1986). How to Get Organized When You Don't Have the Time. Ohio: Writer's Digest Books.

Delphi Forums (1997) Getting Organized Group. Retrieved March 18, 1998 from the World Wide Web: http://forums.delphi.com/m/main.asp?sigdir=custom222.

Fortune (1998). Getting Organized. Retrieved May 7, 1998 from the World Wide Web: http://www.pathfinder.com/fortune/buyersguide/jobsget.html.

Information Technology St. John's University. (September,1998) Decluttr. Archives of DECLUTTR@MAELSTROM.STJOHNS.EDU, September, 1998, week 4. Retrieved October 19, 1998 from the World Wide Web: http://maelstrom.stjohns.edu/CGI/wa.exe?A1=ind9809d &L=decluttr#29

Internal Revenue Service, (January 9, 1998). How Long To Keep Records. Retrieved October 20, 1998 from the World Wide Web: http://www.irs.ustreas.gov/prod/forms_pubs /pubs/p55203.htm.

Intuit Incorporated. (1995). Quicken Deluxe Version 5 for Windows [Computer Accounting Program]. Menlo Park, CA: Intuit Incorporated.

Intuit Incorporated. (1997). QuickBooks Version 5.0 for Windows [Computer Accounting Program]. Mountain View, CA: Intuit Incorporated.

Kaufman, M. B. (September, 1998). Organize Records With New Booklet. Acreage Living. Iowa State University of Science and Technology, Cooperative Extension, p. 1.

Lakein, A. (1974). How To Get Control of Your Time and Your Life. New York: Signet.

Lotus Development Corporation & Threads Limited. (1991-1996) Lotus Organizer 97 Edition: Lotus SmartSmart Suite 97 [Computer Office Suite Program]. Rochester, NY: Lotus Development Corporation.

Microsoft Corporation. (1995-1997). Microsoft Outlook 97: Microsoft Office 97 Professional [Computer Office Suite Program]. WA: Microsoft Corporation.

National Association of Professional Organizers (NAPO). (January,1998). Do You Know What's Hiding on Your Desk?. NAPO 1998 Annual Meeting Information. Retrieved January 9, 1998 from the World Wide Web: http://www.ccsi.com/~asmi/GROUPS/NAPO/clean.html.

Occupational Safety & Health Administration, United States Department of Labor (May10, 1994). ERGONOMICS REPORT - SIC CODE 3089. Retrieved October 21, 1998 from the World Wide Web: http://www.osha-slc.gov:80/SLTC/ergonomics/ergonomicreports_pub/ np940510.html.

Pollar, O. (1998). Digging Out From Under Your Paperwork. iVillage career productivity coach. Retrieved February 10, 1998 from the World Wide Web: http://www.ivillage.com /content/0,1625,2038,00.html.

ScanSoft, Incorporated. (1997-1998). Xerox Pagis Pro 2.0 [Computer Scanning and Indexing Program]. Peabody, MA: ScanSoft, Inc.

Seidler, C. (September 5, 1997a). Conquering Clutter. Handy Girl Professional Organizing Online. Retrieved October 21, 1998 from the World Wide Web: http://www.organized- living.com/articles/clutter.html.

Seidler, C. (September 5, 1997b). Office Organizing Systems. Handy Girl Professional Organizing Online. Retrieved October 21, 1998 from the World Wide Web: http://www. organized-living.com/articles/offsystem.html.

SoftKey Multimedia, Incorporated. (1995). Calendar Creator for Windows 95. [Computer Software]. SoftKey Multimedia, Incorporated.

Van Norman, A. (1997a). Help! How Do I Get Started? Retrieved August 21, 1998 from the World Wide Web: http://www.wco.com/~dpmiller/start.htm.

Van Norman, A. (1997b). Making the Most of Your Tiny Space. Retrieved August 21, 1998 from the World Wide Web: http://www.wco.com/~dpmiller/space.htm.

Whetten, D. A. & Cameron, K. S. (1995). Developing Management Skills. New York: HarperCollins College Publishers.

	URGENCY
	HIGH	LOW
HIGH	1 Crises Customer complaints	3 Developmental opportunities Innovating Planning
LOW	2 Mail Ringing telephone Unscheduled interruption	4 Escapes Routines Arguments

iVillage: The Women's Network & Chats, women, parenting, health, sex, career, jobs, employment, work from home, relationships, fitness, beauty, food, cooking, money, investing, children, sports, home, recipes, jobs, love, employment