The documents to be processed are in a mess. How can I get the job done?

Our human energy and memory are limited, but our wisdom is infinite!

We all want to find the file we need in a pile of documents as quickly as we can, just like when we search for something we want on the internet. If we want to find files as quickly as internet searches, we just need to create a directory that records key information about the files, such as their location.

The work of a clerk may seem simple, but there's a lot to be learned from it. At work, we get to use the tools around us, sort and record information in documents, and keep good records so that we can retrieve them when needed.

In most cases, it's not the high-energy bursts that make the difference. It's the basic abilities that we all have in common. There's a saying that goes, "Low-level chess skills depend on talent, while high-level chess skills depend on hard work."

Genius is genius, and it relies on a lot of deliberate practice. The good news is that most of the skills needed in life, such as communication, expression, self-discipline, and punctuality, don't require much talent.

As long as you have a serious attitude and solid basic skills, you can find your place in life. When entering society, everyone hopes that they can build skyscrapers, do great things, and become the protagonist of the times. And that's okay!

After actually starting work, I found that most of the work content was very ordinary. I even felt like I was just a porter, repeating a boring life every day! But skyscrapers are not built with cornerstones. Polishing basic abilities is actually the most common-sense wisdom, and it is the scarcest in our time.

If you want to truly grasp a job, you've got to understand it inside and out, be super diligent in learning, and be great at summarizing. Every time you resolve a difficulty you encounter, you'll feel like a weight has been lifted. If we let problems keep recurring, we'll lose confidence, and that's the last thing we want!

Hello! I can relate to your current situation.

I am certain that many people who have just entered the workplace will encounter a situation like yours, and I was in the same situation.

You're distressed because you're a responsible person who wants to do a good job. You're new to the business, so you don't know where to start.

Anxiety and impatience are normal, but it's crucial to stay calm. They won't help solve any problems. First, we need to adjust our mindset.

First, you said you didn't know which file the boss wanted. We can search for keywords and easily find all the relevant files. Then, we'll check them one by one to see which one the boss needs.

Second, you say the files are messy. This needs to wait until you become familiar with the business. Then, we can solve each problem. At that time, you can categorize and file the confirmed documents. This will prevent you from making mistakes next time. Don't rush to solve it all at once. You'll only make mistakes that way.

Third, use notes for questions you can't remember. Write them in a notebook or create a notepad or document on the computer. Be as detailed as possible so you and others can understand them at a glance, including the date and reason.

Finally, give yourself a little extra motivation. Believe in yourself, and you can do it. Good luck!

Good day. I extend my support and assistance in the form of a 360-degree embrace.

From your question, I have identified two areas of concern: the first is the issue of file management, which is a work-related skill, and the second is your emotional distress. Let's address each of these in turn.

Firstly, the issue with file management can be addressed through learning and development.

Furthermore, you stated that the files are well-organized, yet you still experience difficulties in locating them.

One reason may be lack of familiarity, and another is difficulty in locating the file.

It is advisable to familiarize yourself with the files in advance. One method for doing so is to create a mind map. As an example, consider three folders on the D drive, which represents the first-level outline. Open each folder, and you will see the folders or files inside represent the second-level outline. This process continues until you reach the final file name, rather than the folder name.

In general, an effective file management system will allow you to create an outline that is almost complete up to the third level.

For instance, if the three folder names on drive D correspond to the three projects, it is probable that each folder contains the pertinent files for that project. The files may be organized according to departments, project progress, or other criteria.

This will depend on the structure of your company and the file management ideas of the people responsible for managing files.

It would be advisable to open the folder and identify any commonalities, as well as establishing a clear management structure.

Additionally, file names must accurately reflect the contents of the file. Given that you have stated that the files are well-organized, it is reasonable to assume that you are proficient in this area.

The names are provided for the purpose of facilitating the search process.

This brings me to the topic of searching. Once you have become familiar with the files on your computer and how to search more efficiently, I recommend using a global search tool. This allows you to search the entire memory of your computer, rather than a specific disk, with each search.

This approach allows you to streamline the search process for unfamiliar items. You can utilize plugins to enhance this functionality.

I utilize Kingsoft Internet Security's file explorer. When searching, simply recall the keywords. Naturally, this assesses your aptitude for naming files, as searching is limited to file names and not the contents of files.

It is therefore important to ensure that files are named correctly. This is in line with the requirements set out in the ISO 9001 quality management system.

Naturally, you stated that the files are well-organized. Therefore, it would be advisable to familiarize yourself with these categories. The least optimal approach would be to open each folder and review its contents. It would be more beneficial to open each file and examine it individually.

It would be advisable to obtain a global search tool, which will enable you to search as quickly as possible when you are unfamiliar with the process.

These skills can be learned and may require time to master, but they are an essential part of the methodology. It is not feasible to rely on memory for this process, and once a method is found, it does not need to be retained.

Now that we have discussed file management, let us turn our attention to the emotional distress you have been experiencing. You have not yet shared much about this with us.

However, it is evident that you have recently graduated from university, are employed by a company owned by an acquaintance, and were initially in a technical role. However, your current responsibilities have expanded to include some clerical tasks, which may be outside of your comfort zone.

I believe you may still be adjusting to the workplace, or that your current role may not align with your expectations. You mentioned that you work for a well-known company, but was this position arranged by your family? Are you still engaged in technical work?

Are you currently engaged in both technical and clerical work? Are you experiencing dissatisfaction with your work or with the manner in which your family members are managing your life?

All of this may affect your work state and the extent of your efforts when facing work.

Furthermore, entering the workforce after completing university is a significant transition from academic to professional life. It involves leaving the structured environment of academia and embracing the autonomy of making one's own decisions. It can be likened to a bird that has been confined to a cage suddenly being released into the wild, uncertain of its direction.

This involves life planning, career planning, and addressing any issues that may have arisen from the original family. I recommend speaking with a counselor.

Once you have achieved a stable mental state, it will be easier to maintain a stable work state.

I am a counselor who is often both Buddhist and pessimistic, occasionally positive and motivated. I believe in the value of the world and in the potential of each individual.

Hello! I have a lot of feelings about working in the workplace, so I'm going to give you some advice.

First, identify the key competencies for your position. For a clerk, these are meticulousness, strong document processing skills, and patience.

Do two things well from the 5S management: sort and straighten.

Organize: Label all documents you need to handle, whether in computer or paper format, and sort them well. Sort by document content, project type, or department needs.

Label each file, create a large label for related files, and place each file in a fixed location.

Organize your documents regularly, develop the habit of putting them in their designated places in a timely manner, and form rules so that no matter who comes looking or who is working, it is the same. Write it as an instruction manual if you have to.

Clean up your documents every six months. For written materials that have not been used for more than a year, clean them up in time. Don't let them take up space or memory.

The boss needs to be able to quickly and efficiently see the documents he needs. You can meet his needs as soon as possible and exceed his expectations, which is a clear indication of your ability. At the same time, through the materials that the boss frequently accesses, you can learn the key points of the company's operations.

For those just starting out in the workplace, it's a continuous process: you have to know it, become familiar with it, become proficient in it, and then create it.

There are many ways to work and many management tools. Master the workflow and improve as quickly as you can. This will generate interest and allow you to become an expert in your field. You will become irreplaceable and more valuable than you can earn money!

Good day. I am Fei Yun, a heart exploration coach.

I empathize with your situation. On the one hand, you have recently graduated and are adjusting to the workforce. On the other hand, you are also adapting to a new job. These transitions are occurring concurrently, and you are particularly distressed when your supervisor repeatedly criticizes you, which intensifies your frustration.

Let us engage in a brief discussion of the following two aspects.

1. The issue of familiarity with the work

First and foremost, it is imperative to recognize that the role of a clerk in document retrieval is not inherently a highly specialized position. Rather, the proficiency and expertise required for this role are largely contingent upon one's experience and proficiency.

As the adage states, "There is nothing more important than familiarity." Furthermore, given that you have received a higher education, it is evident that there are no inherent issues with your intelligence or abilities. The crux of the matter is simply a matter of time.

One must adjust one's mentality to align with the principles of "you can't become fat overnight" and the 10,000-hour theory. Once this shift in perspective has been achieved, one can then seek out a scientific approach to one's work, which will ultimately lead to positive developments.

Secondly, it is essential to accumulate one's own work experience and establish a smooth workflow.

I have also experienced job transfers. During the initial period following the transition, I would unintentionally adopt the work model and work habits of the previous position holder. Over time, I came to recognize the importance of selectively retaining the essential elements while discarding the superfluous aspects.

In other words, it is essential to explore and establish one's own work process.

Let us examine this matter more closely.

1) Is it feasible to create a new folder for the documents you have already handled? This would allow you to organize them, verify the consistency of the names, ascertain their project affiliation, and so forth.

The boss's work order is "1." Can you achieve "1.1" or "2"? This is also the "self-career planning" that young people in the workplace need to practice and cultivate. Treating work as work is just a means to support one's family. Treating work as a "career" will undoubtedly lead to optimal results. In the future, the type of work one does, even if one changes jobs, will be one's core competitiveness.

2) It would be advisable to negotiate with the other clerk who handled the paperwork to create a separate folder as well, so that it is easier for you to familiarize yourself with it and organize it again later.

2. The Frustration of Perpetual Rejection

It is distressing to receive criticism and blame from one's superior, particularly when the issues in question pertain to deficiencies in management and workflow that are beyond one's control. It is important to recognize that the primary objective of a superior is to achieve results, whereas the responsibility for process and method lies with the subordinate.

It is a fundamental tenet of the workplace that employees are remunerated for providing value in return. This is not a cold-blooded or unrealistic boss; it is simply a workplace truth.

In the case study of Du Lala's Promotion, Karen Mok instructs her subordinate to refrain from presenting data that has not undergone processing. Leaders tend to prefer employees who provide reports that include problem-solving solutions.

It is similarly recommended that one achieve topic separation. It is important to recognise that work is work, that one is an individual, and that criticism from one's superior is directed at the quality and results of one's work, rather than at one's person.

The manner in which a problem is approached determines whether it will be perceived as a challenge or an opportunity. If a problem is viewed as an obstacle, it will likely result in difficulties. However, if it is regarded as a potential for improvement, it can be transformed into a valuable resource. This presents an opportunity for individuals to rethink their workflow and for managers to enhance their management strategies.

It is my sincere hope that the aforementioned information is beneficial to you and, indeed, to the world at large. With all my heart, I wish you well.

Should you wish to continue the communication, you are invited to click on the link entitled "Find a coach," which can be found in the upper right-hand corner or at the bottom of the page. This will enable you to engage in one-to-one communication and growth with me.

Hello, host! I hope this helps.

You seem responsible and eager to get the job done.

I'm doing unfamiliar work and having trouble. I'm worried and anxious. How can I adapt? Here are some suggestions:

As a new employee, you're facing unfamiliar work, a lack of support, and high expectations. It's normal to feel anxious and worried.

This is normal. Accept it.

Once you're here, settle in. Don't worry. It won't help.

Relax and face the situation with a calm mind.

2. Use your time wisely to familiarize yourself with all the unit documents and complete all the required clerk tasks. I had the same problem when I first started working.

I spent half a month studying the unit's documents from the past five years. I looked at leadership speeches, other materials, and rules and regulations about production technology, quality management, safety management, operations and sales, administrative management, and personnel management. I understood the whole enterprise better and made a plan for how it should work.

So, I suggest you study your unit's documents as much as you can. Think from a higher position.

Study the documents to get to know the company and serve it better. You mentioned that the documents have already been sorted, which should make it easier for you to study.

If you find some documents important, save them in a backup or make notes. There are always ways to adapt and complete tasks.

You can build a good foundation for your future with your careful filing process.

3. Remember that you are responsible for your work. If you haven't done it, make up for it. If you don't know what you're doing, learn.

With this kind of thinking, you will have a bright future!

I wish you the best!

Believe in yourself!

Hello, question asker!

From your description, it's clear you're overwhelmed by work and unsure how to handle these administrative tasks. You feel you're not doing a good job, and I empathize with your struggles.

You've only been working for half a year, so it's understandable that you don't know much about many things at work, especially since you also do some non-professional clerical work. The main issue you're facing is that you can't find the information, and there are two main reasons why: you're not familiar with the information, and it's not just in your hands.

Based on the above, you will need to

First, organize your folders. Handing over work does not mean teaching you everything, so you'll need to invest time to organize the original files. Organize and record them by category to improve the efficiency of finding information.

Second, you must understand your database. Then, you can identify whether the information your boss needs is in your hands or in someone else's. If it is not in your hands, communicate with the other party to resolve the issue.

You can ask your boss about specific matters at work, but you cannot blame your boss for your failure to complete your work. For example, if you can't find the information and feel that your boss has asked the wrong person, you are right, but your job is to find the information, not to blame your boss for asking the wrong person, which will make your boss feel that you are shirking your responsibilities. Think about it another way: you must find the information.

You simply don't know how much data is on your computer, whether it's on your computer or not, or whether you've even told your colleagues.

I am confident that this will be of assistance. Best regards!

Hello, question asker!

Share a warm hug with me, my friend.

It's totally understandable to feel confused when you're a 23-year-old woman who has just graduated and has been working for a company you know for half a year. You were originally a technical worker, but now you're doing some of the work of a clerk. Part of your job is to find documents. The previous person handed over everything in the afternoon before leaving, and you hadn't been in contact with this aspect before, so you're a bit stuck. The documents are all sorted into categories, but you still can't find them.

I've also thought about why I can't seem to find it. There are so many different documents, and I've tried my best to get to know them all. But when my boss asks for a document, the name doesn't match, or he just says what's in the document or what the project is called. I wasn't familiar with the projects from the previous company, and I couldn't find it at all.

Another thing is that some documents are only used once or twice, and then have to be retrieved again after months to be used once more. It can be really tough to remember!

And then there's also a clerk. They're both responsible for the same thing. It can get a little confusing! Sometimes, if the other person handled it and you didn't, but your boss asks you for something and you can't find it, it's your fault.

I have also told my boss the reason, but he thinks you are making excuses. I am really distressed. What should I do? I can't get my work done."

I can see that you have a particularly good work ethic and want to do a good job, but I can also see that you are a bit too self-critical and lack the courage to keep trying.

It's totally normal to feel confused when you think you don't have a good memory. The truth is, most people are ordinary, so why do some people have better memories? There is actually a method. Instead of blaming yourself, you should find out what method can help me have a good memory.

You said, "I want to be familiar with it, but I can't, and no one is there to guide me." A friend of mine comes from a very privileged family environment. He thinks that everyone around him is a good person and shares with others in every way. Later, he discovered that sharing would be considered foolish and malicious exploitation, and he was even tricked into investing. Sometimes not having anyone to guide you is not a bad thing. What you figure out on your own is your own ability. Come on, come on, come on!

I love you, world! And I love you too, my dear friend!

I understand your confusion and anxiety/am-i-wrong-to-suspect-my-pain-with-such-internal-conflict-and-distress-how-can-i-change-14921.html" target="_blank">distress.

Give her a warm hug and praise her for her sense of responsibility.

You have done your best to familiarize yourself with the documents. You have reflected on why you can't find the documents. You are even willing to seek help through the Yi Xinli platform because you are anxious about not being able to find a solution. This shows that you are a very responsible girl at work and are willing to do whatever it takes to keep your job. You will also be able to better solve the problems you encounter at work in the future.

Let's analyze your distress and confusion together.

Emotionally:

If you've just started working and are suddenly handed unfamiliar work, you'll feel anxious and helpless, even though you've tried your best and still can't find the file your boss needs. If you try to explain why, your boss might think you're making excuses, which will make you feel aggrieved.

My advice is as follows:

(1) Anxiety and helplessness: You have a technical background, so you're also doing some clerical work. You're suddenly responsible for the work the previous clerk did in the afternoon, and you're unfamiliar with the previous project. It's normal for a newcomer to feel overwhelmed. It's also normal to feel anxious when you can't complete a task your boss gave you quickly. Accept your anxiety, but don't bring it to work. Focus on finding a solution.

(2) Feelings of grievance. You have tried your best, but your boss

(2) Feelings of injustice. You have tried your best, but your boss said you were making excuses. You have every right to feel aggrieved.

I also want you to understand that although the boss is criticizing, he is targeting your efforts in this matter, not you as a person. So adjust your mentality, separate the issues, and separate yourself from the matter. You'll feel a lot better if you do.

It is crucial to understand that many managers in the workplace adhere to the principle of focusing only on results and not on the process of your efforts. This is a workplace rule that you, as a newcomer, must understand.

I'll get to the point.

Let's discuss the specific issues with the work.

This clerical work is not as difficult as it seems. We just need to make a few improvements to our methods.

Your account shows that your documents come from three sources: the previous clerk handing over the next job, documents you have already used and need to use again, and documents from another clerk.

Here are my suggestions:

(1) For files that you have already worked on once, you must reorganize and back up. Use a rule or order for the file names so you can find them later. Add more detailed keyword information, such as the common name of the file that your boss will mention, the general content of the project, the date, etc.

You can handle these tasks with the usual office software.

(2) When you need help or cooperation from the departing clerk or the other clerk, communicate with both colleagues. It's always easier to work together than alone.

You can easily find the files your boss needs. You just need to know the naming conventions used by the previous clerk. Contact the previous clerk and communicate with her. Ask her for her cooperation.

You can even work together to find some methods that will make everyone's work easier, including the files of the other clerk.

I know these suggestions will help. The world and I love you.

I am confident that these suggestions will be helpful. The world and I love you.

Good morning. I am writing to express my concerns about the overwhelming amount of documentation I am currently dealing with.

From your writing, I can discern the emotional state you are in. It seems you are experiencing a sense of being overwhelmed. The work you are doing is not within your area of expertise or familiarity. The transition period is brief, there is no senior person to guide you, and there are numerous miscellaneous documents. You are bearing the burden of these challenges and difficulties alone, without the support of your leader, who may even perceive you as a problem.

Furthermore, it appears that I did not receive assistance from my colleagues.

It was a challenging situation. I was tempted to voice my frustration.

It is widely acknowledged that expressing one's emotions in a cathartic manner does not necessarily facilitate the resolution of practical issues. However, it is possible to achieve a state of emotional equilibrium, which can then be used as a foundation for more effective problem-solving.

Therefore, the 23-year-old female should relax and allow herself a brief period of respite.

If you would like to try a simple writing and recording exercise, please do so.

1. Today's emotional state:

2. The scene at the time:

3. Please indicate your emotional intensity score on a scale of 0-10, with 10 being the strongest intensity.

4. I am experiencing this emotion, potentially because I want to or because I don't want to.

5. At the time, I was aware of the following thoughts:

6. I observed the occurrence of physical sensations.

7. I observed that I engaged in the following behaviors:

The objective of this exercise is to identify our needs and the factors that influence us. While this process may not result in immediate change, it enables us to gain clarity on our thoughts and emotions, allowing us to make independent decisions.

It is important to recognize that while we cannot control the actions of others or the external environment, we can take steps to prioritize our own well-being and self-care. With a deeper understanding of ourselves, we can make more informed decisions and navigate challenges with greater confidence. As time passes and our perspectives evolve, our attitudes towards these matters may also shift. It is essential to be open to this possibility and to embrace the journey of self-discovery and growth.

I may have a rather inefficient method of dealing with the difficulties in reality. You can find some free time, open all the files one by one, browse them roughly, and then reorganize and categorize them according to your habits. Create a simple index on a notebook to keep track of what type of file is in which folder. This process will help us sort out the content of the files we currently have in our hands, and it will also help us better understand the company.

This process of time-consuming and laborious organization will provide you with a basic framework for the work at hand.

It should be noted that this method may not be suitable for everyone. To identify the most appropriate approach, it is important to understand your emotions. You can also make good use of the resources around you, ask your seniors for advice, or find some video tutorials on bilibili on how to organize files and how to better use the search function.

It is of no consequence whether the task is completed to a particular standard or not at this stage. You are entitled to treat yourself with respect and to make steady progress at any time.

Given the circumstances, the moment is the only moment you have. It is possible to accept and love yourself in the moment.

I would like to take this opportunity to wish you all the best in learning to trust yourselves and love yourselves.