The Hamster Revolution (Implementation Example)

I read The Hamster Revolution (see previous blog) when I was working part-time for a food service distribution company. Like Harold in the book, I was beginning to feel like a hamster on a wheel! There was so much more email than what I had in my business. And although I am an organized person by nature, my email files were getting a little out of control. (Maybe not as bad as Harold's, but still...!)

After reading The Hamster Revolution I decided to implement it. I had the best success with COTA. For that setting, COTA really worked great! Everything really can go under four major folders: clients, output, teams, or admin. I started with my electronic documents. That was fast and easy. I may have had more sub-folders within sub-folders than the authors would recommend, but the result was that I could find things fast!

Next, I reorganized my email files with the same major folders. I added sub-folders as necessary since not all electronic files had a corresponding email folder. And the result was that I could find things much faster!

After that, I was on a roll! I decided to do my hard copy files with the same system. I designated certain drawers and shelves as C, O, T, and A. File folders corresponded pretty closely to electronic sub-folders. An unexpected advantage was that it forced me to go through every file. I discarded a great deal!

None of this happened the same day, or even the same week, especially organizing the hard copy files. But I did get it all done by working on it as I had small blocks of time.

For most business applications, I would recommend COTA.

Having said that, I have not switched my own business files to COTA. When I started my business over 10 years ago, I set up an ABC system for each year--associations, business, customers. Recently I modified it to ABCS, adding suppliers.

I could switch to COTA, but I'm not sure I will. My system is similar, and it gets the same results. What I have done recently, though, is to at least use the same system for email files as I have been using for electronic files. That is easier! I still need to reorganize my favorites using the same methods, however!

I would recommend reading The Hamster Revolution to anyone who wants to better organize their email, electronic, and hard copy files.

It is also has great ideas for better managing the quality and quantity of emails. Although I have improved in "strengthening" and "sculpting" my emails, I know I could do better. The real key is getting everyone in your organization to apply these techniques.

There are two techniques that I have found useful in managing email. One I use when I am in the office and one when I am traveling.

When I am in the office, I try to discipline myself to only check email three times a day. That allows me time to really focus on projects without the distraction of email. Otherwise I could spend all day on nothing but email!

Several months ago I got an iPhone. I wanted an easy way to check email and have access to the Internet while traveling. The laptop just is not that convenient! I love it! When I'm out of the office, I check email whenever I have a few minutes. It keeps it under control. If I have to respond to something immediately, I can. But mostly, it allows me to quickly read and delete those items that do not require a response.

Probably the most important thing, though, is to try different methods until you find something that works for you. Control it rather than letting it control you!