Chapter 18 Effective way, start with the trash

Sociologist and economist Kenneth Baoting said: "The most important element in a social system is not data but knowledge. All a computer can do is process data. On the other hand, how much knowledge is acquired It comes from data, not the acquisition of data. In fact, this is the function of the organization. Some people call the organization a wastebasket system. In other words, it is a tool to prevent some data from reaching the desks of senior managers. Otherwise, senior managers would be overwhelmed with information." One of the most effective tools for reducing file accumulation is a large wastebasket.Yes, a small wastebasket can fill up in no time, and the wastebasket is a great place to throw away a lot of files.However, once the wastebasket is full, people often find other more durable places to put waste.It's a bit of a shame because the files you throw in the trash don't reappear, and you put them somewhere else, which takes up a lot of space and time, and is essentially useless at all.

A large wastebasket can be a major part of the way you sort your files, and it can be quite useful when you're dealing with the files at hand.Efficient handling of paperwork includes the following areas: (1) Deal with it now—don't put it off for inaction. (2) Read and save——When you read for the first time, you should know which materials are useful, and collect those things that you think are necessary to save. (3) Discard after reading - When reading for the second time, save those files that may be useful, but not immediately needed.If you don't watch it within two weeks, throw it away.

(4) Documentation - A place where information is collected and prepared to be kept until action is taken. The last item, as you might expect, is the Trash.From the number of files in the wastebasket, you can roughly judge how a person uses his time. Plus, keeping too many records is a symptom of psychological distress.Do the math and see how often you use the various materials you have archived.You can take each type of data and ask yourself, "What would be the worst case scenario without this file?" You will find that most of the answers will be "Nothing great would have happened." .If you really need a certain piece of information, you may find it in another department of the company or in the file of a certain person; or you can solve the problem with a phone call; or you can get along without the information.

Of course, we are not saying that informative archives are useless, but the question is whether they are that useful, and whether they are worth the time and effort we have to assemble, organize, file and preserve.You can estimate how much time it will take to file old corporate communications, general documents, copies signed by others, etc., and then ask yourself if you would spend the same amount of time on achieving your main goal , Is it more beneficial to the company.