It's funny what I see when I work with companies. Communication is so critical within a business, but the smaller the business, often times the less communication occurs. People make assumptions, mistakes happen or time is wasted re-creating documents because no one asked some simple clarifying questions. As businesses grow and there are more people to collaborate with, it becomes even more imperative to let our tools help us work smarter.

You can facilitate a more productive work environment by letting your documents speak for themselves. A simple footnote on each document containing its title and the most recent date revised lets your documents answer questions like: What is that document called? Joe keeps talking about a specific form, but which one is he referring to? Where did Sally store that letter? I hope I'm using the latest version of the procedures. Here is a technique you can use with your documents:

1) Create standard templates. Have a consistent look to your documents so information is easier to read. Let your staff focus on the content of the document, rather than the look.

• Always put your logo and company information in the same place.
• Use the same font and font size.

2) Use the header area.

• Have a clear title on every form.
• Let the title print on every page.

3) Use the footer area. Use an 8 point size font in the footer to give you more room and to de- emphasize this area.

• List the file name. If this is for internal use only, include the full path name so there is no question where this is file stored.
• Give forms a number. Add the form number to the filename of the document also.
• Include a revision date. Clearly state "Revised: " so there is no confusion as to what the date means. Don't use the system date feature or the date will change when you print the document. Remember to manually change this every time you update the document. If you want to show the print date, consider adding "Printed: ". There are times when either is appropriate.
• Show "Page # of # ". There is nothing more frustrating than not knowing if you have the entire document.
• Too much in the footer for you? Move some of the items to the header. Just list them somewhere.

This isn't crystal clear? See the sample Word document template available on our website for you to download. This technique should be considered for forms, charts, procedures, manuals and internal communications. Let your technology tools help you.

I've been teaching people how to get organized for over 10 years. I've heard every excuse under the sun about why people say they can't get organized. Here is the #1 excuse I hear and what you can do about it.

"I have no time." My family (or business) needs me. What these people are really saying is, "I can't or won't prioritize my time." Deep down, when they are honest with themselves, they may not even want to be organized; they are just complaining. The price you pay is continual stress because your to-do list is so long. It's also lost time with loved ones or focused efforts working on the right tasks to grow your business. If this is your excuse, you can start by keeping a log for several weeks of the way you spend your time. I usually find there is a huge gap between where we think we spend our time and what is actually happening. Now that you are aware of reality, carefully choose the activities that are most important to you. As Stephen Covey says, "Spend time on the important tasks, not the urgent tasks." What you decide to spend your time on is a clear indication of what's important to you.

• Coming soon by request: What Should I Keep? File Retention Guidelines for all the paper we accumulate. Plus, a sure-fire way to set up your files so you can establish an easy paper flow each year.
• Just released! Organize Your Work Day - In No Time by K.J. McCorry, published by Que. I was the technical editor for this book. Lots of great tips and ideas to get you jump started.
• Administrative Professionals Day is April 27. Don't forget to say "thank-you" to those hard working people in your office who are often the backbone of your operations.
• National Clean Out Your Files Week is April 17-23. What are you doing about your bulging file cabinets and messy computer files?
• The annual conference for the National Association of Professional Organizers is happening April 28-30 in San Diego, California. (Yes, there is an association for every profession!) I'll be attending. My term as vice-president will end this month.
• Please bear with us. We're still in the process of changing our company name to the "Center for Growth & Productivity". This includes all of the internal systems that are affected. We should be complete by the end of next month. You can bet there will be a how-to article on this topic as a result of all we are learning! Visit our new website at www.C4GP.com.