ORGANIZING WORK (Part 1 of 2) Nobody has to read this one, just say hi at bottom ;)

Ok, trying to get organized here. Need to clear mind. Have to be organized by end of Monday.

26 folders, journal, dots, stamper, markers, (no dividers)

What goes in the folders - short and long term projects, or both - difference between left and right? 13 each? (Try to be adaptable)

How do I get the journal page to lay flat and still keep it together - Even laying flat on table problematic. Not feasible to take a couple of sheets out at a time. It would be different if only using half side for writing. Maybe leave left side open for dated urgency dots. Date, description, and stamped process on right side (easy for writing) Column #1 date, Column 2-4 for writing, column 5-8 for stamps - Look to get two rows (allowing for width of stamp). Still need easy visual to say completed.

Maybe highlight project stamps for work left undone by end of day, Or updating throughout. Two colors - one lighter color ongoing, two darker color complete.

How do I reference the cards and folders in journal - C-Clients-Name/11-5-05, Project Folders - PF1, PF2, PF3, Journal pages J1, J2, J3, Lines - L1, L2, L3, permanent Left- PL1, PL2, PL3, permanent right (PR1, PR2, PR3), Accordion Day - AD1, AD2, AD3 (by date due). Or Accordion Month (AMJan, AMFeb, AMMar, Organizer - O(date). Maybe mark ref. # on urgency dots. Extra notes get brought down to new page/line - No repeating - just considered a new project. Secret is to advance projects.

Can I give up markers to Gerardo - yes you can do this, just bring black fine-tip sharpie to work

Can I do without the dividers - You have to ... no more money, unless you get some from sister. Maybe look around or put in request, then folders get marked as PF12c.

Make a decision to keep current date on top for both folders and cards (except with journal)

Try not to duplicate, so if card is involved note (See card Ref - Area/Date), but if given time it is better to record in journal assignments. Keep things together. Consider notes (cards) vs. Records (Journal). Cards When mobile

Make a note to place doubleline at end of day and bright dot with new date on it to separate/note new date.

Dots and stamps - stamp received/completed (or middle processes on right side columns, left side dots for references. Match all stickers Journal/reference. Process? We need something to clue in Mirza? Maybe a certain stamp? Harder to read through list of stamps than to note color. Maybe use marker color again. I think we’re up to needing 3 colors, can still give markers to Gerardo, but let’s not go over 4 - that we can do with currently owned extra high lighters.

Still consider leaving small note in folders with open tasks. As a reference point? Would this be too confusing? Howabout a "what if" Say like the state survey - maybe can write on card info collected for that purpose, Plus? Maybe color code folder on top for urgency. No I don’t want it all messed up.

Urgency then saved for left side of journal, maybe one dot matching color reference dot under first column left. Followed by date-noted urgency color. Try to clear up old urgencies first, if possible, except for those needing a quick turn around. Think references no longer used can be covered with black dot when reference empties/ceases to be.

Use accordion file for papers that used to be saved for Monthly documents, at end of year, clear old file month when the month starts - if holding information, place it in a permanent file. Use dated number files for information held over for a later date within month? Hmm, all dated material has to be written down in either book, or organizer.

Clean out drawer that is used for accordian ... Nothing else in it! ... Place in long-term project folder, or file in permanent, if not ongoing.

Note master Folder key, Card file key, and keys used for reference sources on front/ back of journal - type and glue to inside covers, or type and place with dots so they can be changed if necessary before journal expires.

Should Mirza’s time be split between regular tasks and rush jobs - see this as necessary until things are more caught up. Explain to her job will become more routine as we go along.

Should I go back to filing also in bottom left drawer? Permanent file perhaps, keeping projects up on top

Clean-up desk drawer project - start with middle drawer for Mirza - Have her get loose numbers to the Lotus contact list in organizer. Perhaps, use organizer dates again.Reference Journal Page Line - J132L23

What is the difference between what I am doing now compared to the program for paper tiger? Notes are more accessible - levels of urgency, not having to scroll, Still would be nice to know where things are ending up for easier reference. Maybe a Mirza project could be to relocate info from journal to Tiger? As well as cards to Q-Chrono note.

ok, now difference with Lotus Organizer scheduler and to-do list? With Lotus there was a big time pressure to maintain by dates turning everything past due to unyielding red. How is that going to be taken care of by the Journal? As it happens, we record in journal, as we complete - mark. Does it go back to Lotus organizer, or is that a duplication?

Perhaps with time dated material that isn’t getting completed? Puts us in same bind. Still, I am thinking At end of day place items in Lotus to-do with completion dates. It could be a back-up tickler. Is there a computer jack in back of desk for blue cord to go to printer in Brandi’s room? Should be, Did it work? Why are we using center plug for both? Could we print out and paste for new day, old task reference #’s. Maybe, help us pull-forward outstanding issues? No. Duplication of work? old tasks in detail in Journal. Still how about getting time dated material up to snuff in organizer. Just not Qnotes - that will be mirza’s job. Force a tickle file for things in journal, cards, folders, lines, or Accordion, or even permanent.

Make a note clean out 2nd permanent drawer and organize left. AFTER ... You get four clients fixed.

For the ongoing tiger program, we could list cards for Mirza to type in later with key words, work-up the system gradually. Or, we could use some of hour to dictate info, she can take notes, then add during hour(s) remaining, Or, we could use a different color marker in journal and just highlight key words ... if that were done on a once a week basis, might not take too long.

Let’s see so far permanent jobs for Mirza would be to type card client notes in chronological. Update Paper tiger, and do Qnotes? After she has typed cards in correct space, file cards in black box. I like that, but save time for helping out with rush jobs. Could try to narrow so client notes ½ hour, paper tiger One hour, First thing so - up to 9:30. Two hours for emergencies and4 hours for Chrononotes. That would be one Qnote per 45 minutes @ 5 per day. That might work. It would help her to keep schedule. Client notes could be done on her computer, paper tiger laptop could be moved to her desk, Rush Jobs try to keep her in her office, and qnotes need to be done at big computer in our office. Means we have to get our big computer work done early in day. Save two hour block to work WITH Mirza. After all she’s only in one day a week. Between 8:30-9:00 she’ll be using laptop and journal ... we’ll need to plan for that, or make out cards, but then that is duplication of work.

So far then, Tiger files (TF #),

permanent Left (PL#),

Permanent right (PR#),

Permanent Computer (PC#)

Journal (J(page/Line #’s)),

Organizer (O(To-Do Date)),

Cards ( C(area, possible client/staff name, Date),

Accordion Date (AD #),

Accordion Month (AM (month)),

Project Folders (Pf #),

Book (B (Author, Year),

Computer Desk Folders/files (CDF (Name)),

Desk drawer (not file drawer) (DDL1, L2, R3, R4, C5, C6, CC7),

shelf cubbyholes (cub1, cub2, cub3, cub4)

Client File (CF (Name)),

CARF (CARF(Name)).

Should have a space to for stuff going out to others, Hmm. Lot of files ... we can do it ... St. RoseCenter (SRC(Name),

CSO(name).

Teacher storage (TS(name)).

Computer Main (Comp #1 (file name))

Computer Laptop (Comp #2 (filename))

Computer Mirza (Comp #3 (file name))

Everything should get a same color reference dot so we can use numbering system of Paper tiger.

Ok, so far so good - need to run her through test. DSP comes in with a complaint about a client. Take note on card, note in journal time and card reference. Leave under right upper folders for Mirza’s first half hour or reference back during week, until she "posts" in Qchrono. List in journal if there is a next task involved. Complete first task. Take care of second task, or save for later.

Test #2 - Sr. catches us in hall and reminds us that we haven’t completed nurses registry for DSP. Write note in journal, place an urgency dot either complete task, or schedule it on the organizer. Note in journal reference information in project folder for Nurses Registry. 

Test #3 - A client has an annual scheduled for next day and no work has been completed. Later down the road when Qnote caught up, it will be a matter of transferring info from Qnote over to agenda/goals package. For now while behind, write in journal Client File (CF(Name)). Check to see when last Qnote written. Either catch up with Qnotes, be careful try not to save for later, unless working on hot project. Avoid take home work from interfering with school. Record ICAP task preferably scheduled in with DSP 2 pm time (DSP Group 3 - morning time). Write task for Getting package of sheets to be signed, all loose data being collected goes to a project folder. Folder stays up on top until Annual written, everything is signed and it gets placed back in client file (CF). As completing mini-tasks, mark completed. Mark in Paper tiger Client File (name). Annual (date) to CF, so that later we can pull up client file and note what is or is not there.

Hmm, interesting. Could we place all records in paper tiger from client files so there is a ticker time date noted? How would that go. Enter tiger file (TF) Client Files list in Title name of client and document name and date of document. Then in keywords list hot buttons, then in date due for list date one month prior. So each date we can search for today’s date and dot list to journal. Wow ... that be a system. Be very, very good to be working ahead of ourselves. Key then would be getting information added to Tiger file.

Priority of items forMirza to key in? First journal items ... need to keep that updated. Other reference words should be listed in journal for her to key in. That would keep her from having to go through cards? No, she would still need client cards, but we could take care of general cards by noting key words. So second priority would be to get client files updated in tiger file.

Until we get four good client files up to date, should this be a priority over journal? Let’s set up a scenario. Let’s say we enter NC’s file. We would record go to Tiger client file, type in NC’s name, document and document date in title, add keywords and if time dated. If time dated and expired already, it would mean coding it immediate attention - priority code. Otherwise, we could code it the one month prior. So anything due before 11-7-05 given priority if late, that could be a list Mirza or I could pull-up then and work on. Items being coded by date would include anything we can note WITH month’s notice. Good. So, now to work the system, we would go to tiger file and run search in all files for anything marked priority. How would we know if the client’s file was all good considering things could change at a day’s notice. Once all client files entered and things start being accomplished its not a problem, BUT for now ... need to watch all files to catch up.

Let’s see ... client files can be pulled up per client