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Date: 12/22/2005
Time: 11:25:34 PM
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From: Ilene Drexler -The Organizing Wiz
Date: 7/5/2004
Time: 5:44:37 PM
Remote Name: 205.188.116.131
Being organized at the office involves managing a few key activities effectively: • Emails • Phone • Meetings The increase in productivity from investing a small amount of time in efficiently managing these activities upfront is more than worth the result. Email Management Keeping up with the daily onslaught of emails is a major challenge for most of us, both personally & professionally. The following tips will help you manage the daily flow of emails: • Create an electronic filing cabinet, much like the physical cabinets you have, with electronic folders for category names • Once emails have been read and responded to (if an action is required), move the email from your inbox to your storage folders. This makes it easy to track which emails still need an action. Many companies impose limits on “inbox” size. By moving your mail out of your inbox to a personal folder, an added benefit is that the restriction on size will not interrupt your day at precisely the moment you need to send an email. • If your email program includes previous email content for that email string when replying, be sure to delete earlier versions of the string to avoid redundant emails filed. This makes it much easier to find the latest copy in the string when searching later. • If your email has an attachment file, detach and save it as a file in your electronic filing system for future reference, so you won’t have to go searching through your emails to find the file later. Relying on email subject headings can create a time consuming search for the file later. • If you frequently send the same type of email, save a copy as a draft or template that you can reuse over & over (changing the specifics such as name, date and amount for each email) • If a document is available electronically, but you refer to it frequently, print it and keep it in a hanging file or on your desktop. • Every 6 months or so, go through your folders and delete emails no longer needed. This will save disk space and make your searches more streamlined. PHONE MANAGEMENT • When you leave a voice mail for someone, if the issue you are calling about is a straightforward question, ask it on voice mail to avoid playing telephone tag. Also, encourage the responder to leave the answer on your voice mail if they miss you. However, if the issue is complex, do not leave a lengthy voice mail explaining the issue (out of consideration for the recipient). • If you know you will be in meetings or unavailable at certain times, let the person know o avoid voice mail telephone tag. • If you are in the middle of a complex task that requires an uninterrupted thought process, let voice mail answer the phone. Otherwise, take the call to avoid a pile up of messages to return later. • Phone messages should be responded to within 24 hours. If you have been too tied up to answer a question or inquiry, at least respond to the person who called to let them know that, and then give them an expected date by which you will have the answer for them. This way you still seem responsive, even if you cannot address their request immediately. MEETING MANAGEMENT • When calling a meeting, always draft an agenda and attach it to the meeting invitation. The agenda will serve multiple purposes: o Help attendees prepare for the meeting o Provide a sense of time allocated to each subject, so attendees can be mindful of intended time allotments o Focus attention on the key issues to discuss (in case the meeting agenda gets sidetracked) o Demonstrate to others that you value their time & intend to make the meeting productive This works equally well for small or large meetings, but becomes even more essential to productivity with a large meeting • After the meeting, it is helpful to prepare “meeting minutes”. The minutes provide a summary of the key points discussed, and the associated outcomes and action items. They serve as a helpful recap for the attendees, as well as others who could not attend, but who have an interest in the subject matter. A track record of accurate meeting minutes also helps to keep meeting size to a manageable volume, as all of the affected parties will feel less of a need to attend the meeting in order to understand its’ directional outcomes. • The day before the meeting, make sure to arrange for copying of any required handouts. • If co-workers are always dropping by for impromptu meetings, don’t hesitate to create a “Do Not Disturb” time to be used for those complex thinking projects, where being interrupted has a big impact on your train of thought. Copyright 2004-All rights reserved As The Organizing Wiz, Ilene Drexler works with residential clients who want to get organized in their home or offices. As a member of the National Association of Professional Organizers, as well as the National Study Group on Chronic Disorganization, Ilene is a part of the industry's leading resources for professional organizing. Ilene has honed her organizing skills during 20 years working in corporate operations management. The Organizing Wiz New York, NY 10128 Phone 917-301-1981 Email: ilene@organizingwiz.com
From: Gene Corini, FolderFinder, Inc.
Date: 10/12/99
Time: 3:56:13 PM
Remote Name: 205.188.192.42
Feeling overwhelmed by all that you have to do tomorrow, next week, next year? Do you sigh every time you look at your desk? It is not surprising. Oh, the life style of the new millennium!! At home, the modern marvels save us time and make our lives easier and more enjoyable. On the job we work in streamlined offices where data is just a keystroke away and paper went the way of the word processor. The trendwatchers told us it would be like this. The experts preached the marvels of personal computers. They forecasted the day when all of us would be working from home or on the soccer field with the kids.
Well, the new millennium is here so, what went wrong? We have been “seduced by technology” into believing that the right new gadget will make it all more manageable. Everything from electronic calendars to computer interfaced watches have in fact, cluttered our homes, offices minds and lives. Technology has increased our expectations of others, and ourselves, and dramatically complicated our lives and work. The results have been the “never-ending work day”, and a loss of boundaries of other kinds. The workplace has replaced the community and neighborhood.
Why do we have less time to do what we really enjoy at home and why is it that we can never seem to stop hitting the “print” button on our computer in the office. Why are we continually misplacing files, forgetting to pay bills, creating piles of paperwork and not making effective use of our free time? Why does organizing our lives continue to evade us even though we have all the modern tools at our fingertips? Why is it that PC’s, LAN’s, Voice Mail, E-mail, Answering Machines, the Internet, etc., etc., just seem to make the days shorter?
The answer is simple……the human factor. After all, we are only human and like any other tool, its benefit is totally dependent on how people use it. Whatever latest gadgets you have in place, their effectiveness still depend on the person or team using them. However, in the never-ending attempt to get better organized, one thing is for certain—being organized is the foundation of a more productive and enjoyable life both on and off the job.
Why Organize
The challenge to stay organized has become increasingly difficult and will only continue to get more difficult as we enter the 21st century. With more dual career and single parent families, as well as families caring for aging parents, the challenges are growing. Buzz words like “downsizing” are becoming a daily reality. And “doing more with less” is a common motivator. Not only is there more to organize than ever before, but the effects of not being able to find what you need when you need it can range from annoying to outright stressful.
Two of the most important commodities in our personal and professional lives that should be well organized are time and information. The better organized an individual or organization becomes, the more we can accomplish and the more leisure time will be available to live and enjoy life outside of the workplace.
Schedules, budgets, inventories, personnel files, medical records….the thousands of facts and figures that keep you competitive, solvent, profitable, and most important, stress free….. Whether it is from a personal, professional or business prospective, information is the fuel that keeps the processes effecting our lives and businesses running smoothly.
From both a personal and professional perspective, information organization is a revealing mirror of how well you, your employees, or your business is able to grow and succeed. It is either under control or not. If it is not, panic, wasted time, inefficiency and stress are not far behind.
The key to dealing with overwhelming amounts of information is to get organized. A recent article in Money magazine indicated that consulting with a Professional Organizer in one of the top 10 things you can do to get organized permanently. The steps you take today will help you tomorrow and in the future.
You might want to start considering these time proven tips as you get ready to make that News Year’s resolution of getting organized for the Millenium:
Time spent planning is NEVER wasted time. As the adage goes, plan your work and work your plan
Don’t kid yourself, in order to work your plan has to be written down.
There is always time for what is important. Determining what is “important” is the key to getting organized.
And, always remember the words or Mark Twain.
The Secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.