Coordinator - Sweet Adelines International

Chapter 1: Team Tools
Regional Management Team Handbook
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Problem-solving is not always easy. Even under the best conditions, the team may run
into frustrations. Finding an acceptable solution may take more time than expected.
Individual team members may become irritated or angry with others who will not open
up and express their ideas and feelings, who are too frank in their criticism of others’
ideas, or who are too stubborn in defending their own. However, problems solved by
teamwork often have longer-lasting and more comprehensive results than those solved
by one person alone.
Managing Paperwork
What’s in Those Files?
A new regional leader once stated: “The scariest part of my job was inheriting my
predecessor’s files.” Though said in jest, there is an element of truth. New volunteer
leaders often shake their heads in wonder as they look through newly acquired files
containing years of outdated material. Unfortunately, not knowing where to begin, these
same woman may pass along the files at the end of their service now fattened by another
year’s collection of paper.
Isn’t it time you found out what’s in your files? Take a look. Before you begin, ensure that
you have the supplies you might need such as new hanging files, file folders, file tabs, etc.
Locate a basket or recycling box for discards. You should aim to discard about 70 percent
of the paperwork in your files. Don’t panic! Research has shown that people ignore up to
85 percent of the documentation they retain, and that 45 percent of filed material could
easily be obtained from duplicate material filed elsewhere. Shout down the little voice
inside your head that says, “Don’t throw it out. You may need it someday.” Chances are
you never will.
Start the cleaning process by discarding files which contain obsolete information. This
step alone will eliminate a large proportion of your stored paper. Examples of obsolete
regional files might include projects that never got off the ground, copies of routine
correspondence, outdated newsletters (unless they contain historical documentation),
and other information no longer relevant. After discarding obsolete information, go
through the files and ask yourself:
• Can I tell immediately by looking at each file label what the file contains?
• Can subject folders bulging with documents be easily subdivided into smaller
categories?
• Can folders containing almost no paper be merged under a broader category?
• Are there files with the same or similar subject labels causing confusion?
• Are the files organized so that information can be retrieved quickly and easily?
• Is there an obvious classification system or are the files organized in a haphazard
fashion?
Your files will most likely be organized into one of several classification methods:
• By subject matter. Many people find it logical to keep documents which contain
similar types of information together in one file. In setting subject categories,
beware of defining the category too narrowly.
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