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处理办公室文件之十大技巧

所属:成长励志 作者:webmaster 阅读:9910 次 评论:0 条 [我要评论]  [+我要收藏]

在我成为一名职业管理者前,我从没有意识到自己的办公空间应该如此整理。当然,我看到那些层出不穷、堆积如山的文件也非常头疼,可文件从来没有让我无所适从。
Until I started working as a professional organizer I had no idea that spaces could get like this. Sure, I’d find myself frustrated by a pile of paper from time to time, but paper never took over my space.
那么一直以来怎么处理的?又是什么造成这种混乱的呢?可能有以下几种答案:
So, how does it get this far along? What causes this kind of chaos? Here are some possible answers.
1)文件出现的频率远远超出了人们处理他们的速度
Paper comes in at a rate that is faster than the rate at which it is processed.
2)没有系统性的处理和储存文件
There is no system for processing and storing the paper.
3)对于那些已经被推迟的以及贴上各种标签的文件缺少明确的处理意见
Decisions about what to do with papers are postponed and papers land in undifferentiated piles.
4)缺少专人负责对文件进行筛选
The person is not being selective about what papers to keep and what to throw away.
5)文件专员在文件处理上花费时间太少,没有用心
The person is not devoting enough time to managing the paper flow.
那么人们如何来克服这种文件带来的挑战呢?
How could this person turn this paper challenge around?
1)首先对已经占一定空间的文件花点时间进行初步的整理(筛选,清理和归档),然后保持至少每周一次对新进的文件以及值得保存的文件进行归档。
Commit time to complete an initial organization (sorting, purging and filing) of the papers in the space. Then plan to make time at least once a week to process incoming papers and file papers that are worthy of being kept.
2)通过设定回收站或垃圾邮箱的方式减少新进文件的数量,只保留那些需要处理或者存档的文件。换句话讲,不要让垃圾邮件进入你的办公室!
Reduce the volume of paper coming in by sorting mail over the recycling bin or trash, keeping only those papers that require an action or filing. In other words, don’t let the junk mail make it into your home office!
3)教堂做礼拜时把传单放到布告栏里;所有文件或传单广告,不管是在会议上分发的,还是来自工厂的,或是与财务策划时得到的,只要你估计以后用不着,就千万别带进办公室!
Reduce the volume of paper coming in by leaving church bulletins at church, and getting rid of papers and handouts given to you at conferences, workshops, and at meetings with financial planners and insurance agents that you know you’ll never reference BEFORE you enter your office.
4)少订杂志或期刊,只保留那些每月真正被看过的。
Reduce the volume of paper coming in by reducing magazine and journal subscriptions to just those that actually get read from cover to cover every month.
5)设定一个时间段作为保存期,当超过保存期后,选择放到回收站,或者直接扔掉。
Get rid of magazines and journals monthly by creating deadlines for how long they will be kept and recycling or throwing them out when they reach that deadline.
6)哪些文件需要保留,哪些文件需要删除要设立更加明确的“去留”规则。只保留那些当前马上需要处理或者近期很可能需要参考的文件。文件应该只存对自己有用的!
Reduce the volume of paper by becoming much more selective about what to keep and what to get rid of. Keep only those papers and publications that are needed for current actions or are most likely to be referenced at a later date. The only paper worth keeping is paper you WILL use!
7)为文件保存专门设计存档系统以便需要时能很快找到。
Set up a filing system for paper storage so paper can be easily accessed when needed.
8)桌面上只存放哪些需要处理的文件。可视处理紧急程度分为“马上”和“稍后处理”。那些马上需要处理的应该是最好找到的。
On the desk, keep only papers that require an action. Those papers can be separated into actions that must occur immediately and those that can occur later. Those that must occur immediately should be most accessible.
9)把那些需要阅读的文章和期刊放到桌面以外的地方。可以选择性阅读的文件可以放到书架上的文件袋,靠近你椅子的纸篓,你乘坐飞机常用的文件包或者医生的办公室。可选择性阅读的概念是,如果你没有阅读这些文件,也没有什么重大的后果,不会因此就影响收益。阅读类的文件不应该与需要处理的文件放在一起。
Store papers and publications that are considered “reading” in a location away from the desk top. A tray on a shelf, in a basket near a chair where you’re likely to read, or in a briefcase to read on a plane or in a doctor’s office are good locations for papers that are optional reading. Optional reading means, if they don’t get read, there will be no significant consequences other than not benefitting from the information they contain. Reading should not be mixed with papers that require an action.
10)当你碰到一些不需要处理或存档你又不知道如何对待的文件时,找个文件兜或者文件夹标记上“可能”。记住这种适用于当时不清楚如何处理的文件。通过这些区分存放位置,为日后对不同的文件袋进行标记打好基础。这样的好处还有能够在不影响整体处理进度的情况下将不确定的文件归在一起。然后再定期检查文件时添加新的文件。假以时日,你就会发现应该如何对这些文件进行处理--大多数情况很可能是直接把他们撇掉!
When you encounter paper that does not require action or filing and you are uncertain what to do with it, place it in a tray or file that is off the desk. Label that file “Possibilities.” Consider this the location for papers that you don’t know what to do with at the moment. By giving those papers their own location, they won’t stop you in your tracks and become the bud of an undifferentiated pile on your desk. The better organized you become, the easier it will be to discern what to do with those papers. In the meantime, those puzzling papers will be grouped together, available but not blocking progress. Periodically look through those papers when you add new papers. You’ll find that given a little time you’ll know what to do with them–most likely toss them!
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2010-06-08 14:45 编辑:kuaileyingyu
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