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Date: 12/31/2005
Time: 5:55:12 AM
Remote Name: 218.17.6.51
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From: Evonne Brown, That Organizer
Date: 2/27/01
Time: 6:24:51 PM
Remote Name: 216.145.177.125
If you think that if you just had time to get better organized you could accomplish more and be less stressed, you're right! Here are some suggestions to help you gain better control over your life at work.
1. WORKSPACE—Is it light, bright, and invigorating? If not, what changes can be made? Good lighting, eye-pleasing wall coverings, and a few tasteful accents are relatively inexpensive and can be transforming. Does your workspace afford you a degree of privacy? Your desk should not directly face the doorway, or you'll be chatting with drop-in visitors all day. When sitting in your desk chair, can you easily access (without rising) every file, book, tool, and piece of small equipment that you use regularly? Bring those things close to you. Remove anything that is not frequently used.
2. DESKTOP—Desktops are for work, not for storage. If paper piles, photos, memorabilia, and tools cover more than 15% of your work surfaces, the clutter is sapping your energy and stealing your ability to concentrate. If your desk pad is "noisy" in appearance (calendar, advertisements, doodles, etc.) consider replacing it with a solid color pad you can't doodle on. Move your telephone to a credenza behind you or to the side not facing the doorway. This allows for better concentration during conversations and reduces the likelihood of interruption.
3. FILES, NOT PILES—Paper piles on and under your desk can be easily eliminated without sacrificing accessibility and contents retrieved instantly by using hanging files. Label each file with the word(s) that describe the contents to YOU. For example, what I call "Income Tax" you may call "Taxes" and John may call "IRS." All three are correct for the owner of the file. Next, determine the most logical home for that file. If it's a pending, action, or constant-use file it should be in the file drawer closest to you. As use of the file recedes so should the proximity to your immediate work area. Use 3-ring binders to hold miscellaneous reference materials. Label the front and spine clearly so you can grab the correct binder every time.
4. PAPER SCRAPS—Pink "While You Were Out" slips, scraps of paper with miscellaneous notes, random documents without labels, directions or priorities are all your enemies! Devise all systems possible to eliminate these from your office, home, and life! They get lost, buried, and blown away. They cause lost business, irate customers, and ulcers. Get rid of the scrap paper by using a day planner effectively, and by using your Roledex as a reference tool for more than phone numbers and addresses. If you have a piece of information that needs a home, but normally would wind up on a scrap paper – try putting it in your Rolodex. For example, you can list the computer commands you rarely use but need on occasion under "c". Or place serial numbers for important equipment under "s". One of my favorite ideas, is to place your lock combination for your locks in your rolodex, and never loose them again.
5. INCOMING PAPER— Have an in-basket but have it behind you or, if possible, outside your office. Don't allow it to distract you from doing other things. Permit yourself to examine the contents only when you're ready to do something about them. Then think TRAF: Toss, Refer, Act, or File.
6. OUTGOING PAPER— Use stacking trays for individuals to whom you regularly assign tasks, send correspondence, etc. For all others, have a "general out tray." Deliver the contents twice a day or, better yet, send them with fellow-employees who are headed that direction.
7. MAGAZINES—Study the table of contents of a magazine to decide which articles you want to read. Pull those articles out, put them in a transparent plastic envelope along with a highlighter, and keep the envelope with you in your car or brief-case. Each time you anticipate waiting for someone or something, be prepared.
8. KEEP VS. DISCARD—Do you have to keep it? Probably not. The average company keeps 70% more records than necessary. Many of these are duplicates or are no longer of value. Eliminate "junk" paper from existing folders. Files that must be preserved but are not active can be put in labeled bankers' boxes and sent off to storage.
9. CONTROL YOUR TIME—If you don't, someone else will. Set aside two blocks of time each day to return non-urgent phone calls. If you speak to voice mail, leave a detailed message stating the action you want the recipient to take. Include two best times to contact you. Learn to say no, or at least think before you say yes to any time commitment which is not a necessary part of your career future. When under pressure to finish a project , give yourself permission to tell co-workers that you can't be disturbed. Let non-crucial phone calls go to voice mail.
10. PLAN 60% OF YOUR TIME—This is the single most important thing you can do to help your days go smoothly. Planning approximately 60% of your day helps you focus on and accomplish what you must while leaving ample time for interruptions and additions to your schedule. Experts recommend that you set aside one hour of your day for planning. If you can't envision that begin with 15 minutes, preferably at the end of your day. It's much easier to greet tomorrow when you're prepared for it!
© 2001 POWR Solutions Evonne Brown, owner of That Organizer in Green Bay, Wisconsin has been an organizing consultant since 1993. She helps busy people better organize their time, activities and environment through hands-on training, and active mentoring, and seminars. Evonne is a frequent guest on Green Bay area radio and television talk shows.