In-Box

[spitfire78]

I just had a mild rebuke from my supervisor (deservedly so) regarding my in-box.  

It becomes a catch-all.  I use it in the normal way (for things coming onto my desk for the first time).  But if I don't have time to deal with that item, I just leave it there to remind me that it needs to be done.  If I am waiting for someone to get back to me about something, I leave that in there as well.  Before I know it, I have a little stack of papers and don't really know what all is in there.  It never gets horrible (even my supervisor said that), but then I have to set aside time to go through the papers and see what is there and where everything stands.

I have a tickler file arranged by months of the year, but it is in my desk drawer and I forget to use it.  

So, my solution thus far has been to put the tickler file on the top of my desk.  I took everything in the in-box (not much since I just cleaned it out the other day) and filed it under September.  Since the file is now in plain site, I will remember to check under the month and see what is there.  And my in-box will only have what has just arrived and I haven't looked at yet.  

My supervisor is a big proponent of HIO (handle it once).  I don't find that practical.  If I took every piece of paper to completion the moment I picked it up, I would never get anything done.  It's just not a way I can see myself working.

So, I'm trying this way and we'll see what happens.

So, what do you all do with your incoming items and items that are pending and awaiting action/information by others?  

I shouldn't start this discussion just before heading off for vacation but wanted to do it while it was fresh in my mind.  I'll check back in when I return and see what suggestions/ideas you all have.

[Jackie G]

I have a bit of pending stuff and also something that I do on a weekly basis which I shove into a folder until the day it comes to deal with it.

For all these folders, I have a graded stand on my desk that holds these and it means they are - literally - to hand when I need them.  They are all different colours and marked accordingly so I can see what I need immediately.

I will look at the name when I'm back on Monday and tell you what it's called.

Jackie, Peer Moderator
www.iqps.org

[lucie33]

The way I try to tackle this problem is to do the 'handle it once' with quick items that I can get out of the way. Anything i'm not going to do straight away, I either put in relevant project file, or in 'pending', AND make a brief note on my 'to do' list.  That way, instead of searching through a full stack of papers each time, I can have a quick read through of the list each morning.  It's not perfect, but means I (hopefully) don't miss anything important.  The key is to find a system which works for you....

[gee4]

For each individual email request, project task or general day to day duties, I action what I can, set a reminder to chase it up again either by brought forward system (folder numbered 1-31), or reminder in Outlook etc until the task is complete or it has reached its deadline.

Spitfire I also fail to see how you can see every piece of paper through to completion the moment it is picked up unless it is for example a phone call to arrange a lunch appoinment or a flight/hotel booking.  Don't supervisors realise planning is involved with the work we carry out?

A bit naive I think on the part of your supervisor.  By in-box I take it you mean your in-tray not the in-box in your email system?

[peaches2160]

You amy want to try a daily desk file.  Use the monthly file for holding the future items for a month.  Then, sort be date into the daily desk file, (divided with number 1 - 31).  They sell them at the office supply store.  They also have alphabetizers.  I find this easier to use and it keeps stuff organized.  Example, I schedule a meeting on the 1st of the month for a meeting date of the 30th.  Well, I know I have to prep prior to the meeting.  After booking the room and sending the meeting notice, I will put it in the desk file for the 25th.  On the 25th, I pull it and start the prep.  Ordering AV, lunches, etc.  Works for me.  Keeps the inbox clear too.

[Jackie G]

My file holder is called an Ecodesk and is made by Rexel

Jackie, Peer Moderator
www.iqps.org

[mlm668]

I use my inbox to hold what is pending.  9 times out of 10, people don't leave things in my inbox but on the center of my desk, my chair, etc.  I keep a to do list of things that I need to follow up on and check my inbox a minimum of once a day.  I'm also a stacker.  If something needs constant follow up, it stays on my desk next to my computer.  That way, its constantly in my line of sight as a reminder I need to do something else when possible.

I don't believe in the handle it once policy simply because it is not possible with all tasks.  Just because we are ready to work on a task doesn't mean the resources we need, be they people or information, will be available the moment we need them.  



Michelle

[peaches2160]

I don't believe the handle it once policy either.  Never/rarely works.

[spitfire78]

Thanks everyone for your ideas and suggestions.  I will see what pieces of each I may be able to use.

Lucie, I like your idea of using the handle it once plan for things that can be accomplished quickly.  That would work for me.  

However, as Michelle said, most stuff I can't complete because I need to wait for information or action from others.  

Well, my in-box is now empty.  Since I was on vacation last week, I haven't really done any real work yet - just put everything away in folders.  I'm just getting to the point in the day where I'm ready to start tackling the folders.  

I can see where just sticking everything in the tickler file by month is really no different than leaving it in the bin.  It just means my supervisor can't see it, but it doesn't help improve my workflow.  And my point in this exercise isn't just satisfying my supervisor (although that is the first goal!) but to help me handle my workflow and make sure that nothing "slips through the cracks".

We've just now gotten an e-mail system that has a task section.  So, I'll have to see how I can use that to my advantage now.  Maybe listing everything I've stuck in the tickler file on my task list would work - I think someone here suggested something similar, but I've been interrupted 3 times while writing this and my brain is still in vacation mode!

Well, gotta get to work - thanks again for the suggestions!!!

Once again, thanks for all of your suggestions.