In our dynamic world, one thing that remains constant is change. All industries have been affected by changes in technology and how we produce our work in the 21st century. Engineering is no exception. A&O’s leaders, Ted Bartelt, PE, and Glenn Zeblo, PE, have witnessed a transition of reliance on documents, drawings, and bluelines produced and delivered on paper, to digital files that can be delivered electronically, through cloud and file transfer systems.
In the 20 years of A&O history, a lot of clutter has accumulated in our office. Sure, we’ve organized clean-up days, but in general, our office has been filled with an ever-growing collection of file cabinets, drawers, closets, and boxes filled with paper. In the earliest days of transition to digital information, it is easy to understand why it would be necessary to keep paper as a back-up in case electronic systems fail or are accidently erased. But over time, electronic storage capacities have improved and expanded, so now there no need to keep much paper.
However, our files on the computer are not as well-organized as they should be. Company President Ted Bartelt said, “I don’t have any problem getting rid of the paper if I know we have scanned and saved it to the computer. For me, I let things pile up because I wanted to know what direction we are going with our electronic filing system.” He added that often, when he searches for a file on the computer, he is unable to find it, so he ends up recreating it.
Projects, reference documents, marketing material, accounting, human resources, and other digital files are referred to by different names by different people in the company, said Jeff Goodin, IT director. “This leads to a Tower of Babel effect when we go to search for information about the projects,” he pointed out.
To solve the problem of clutter, A&O hired professional organizer Barbara Hemphill, founder of Barbara Hemphill, LLC, based in Raleigh. Barbara’s message on her company’s website is that unnecessary office clutter slows down productivity and creates stress, frustration, and low morale among staff. “Many organizations don’t realize the cost of their unproductive environment,” she said. Because of a lack of organization, clutter can cause staff to spend too much time searching for the things they need, wasting companies time and money.
The first step in the process of decluttering A&O’s office was to meet with Barbara to discuss the plan. She introduced her SYSTEM (Saving You Space, Time, Energy, and Money) strategy to A&O’s staff. To prepare staff for the workday, she asked us to consider the following questions:
- What information do we need to keep?
- In what form and where?
- For how long?
- Who is responsible for filing it?
- Who needs access to it?
- How do we find it?
- How is it backed up?