Tips To Organize Your Office
Keep it simple
when using a filing system.
The name on a file should be the first thing that comes to mind,
unless of course you have a tried and true system. Stay away from
elaborate color schemes.
Organize your life using one or more of your address book, your calendar, your scheduler, your task list commonly called the "To Do" list.
Prime Real
Estate is the top of your desk.
Make sure you always have this area clear for your current
project. Clear your desk at the end of every day.
Get file cabinets to allow you to store customer files, accounting information, business files, important papers, policy and procedure manuals, etc.
Designate an
expiration date for as much of your filed material as possible.
Maintain consistency, use a colored pen in the upper right-hand
corner and code the expiration date on the material. Whenever you
are hesitant in assigning an expiration date, just add 3 months.
The next time you are in that file and find one with an expiration
date that has passed -- toss it! Avoid taking the time to re-read,
or re-analyze your decision.
Group things
whenever possible
Incoming information is the enemy. Don't ignore it or put it off.
Have a station for dealing with all forms of incoming data mail,
e-mail, faxes, phone messages. Have your calendar handy, your to-do
list and a huge trash can. Write appropriate notes in your calendar
and toss the supporting documentation, unless it will be needed.
Remove paper clips
Remove paper clips from any to-be-filed documents. They have a tendency to get caught on another paper that is a different subject matter within the interior files. This will make it simpler to access out or add in any documents. It is just a good way to keep the file folder easy to work with at any time. Multiple sheets of similar topics that are sharing the same interior folder that you would like to keep together, simply remove the clip and staple it, binder clip it, or at minimum just, remove the clip.
Designate an expiration date for your filed material.
Maintain consistency, use a colored pen in the upper right-hand corner and code the expiration date on the material. Whenever you are hesitant in assigning an expiration date, just add 3 months. The next time you are in that file and find one with an expiration date that has passed -- toss it! Avoid taking the time to re-read, or re-analyze your decision.
When storing
boxes make sure the contents are labeled on all 4 sides of the box
as well as the top lid.
This
will expedite the retrieval process as well as ensure that the
contents will be visible from any angle.
Schedule a
specific time of day to do all of your return phone calls.
The
best time of day to return and/or make telephone calls is 30 minutes
before lunch, and 30 minutes before quitting time.
What is the
policy is in your office for the retention of files/records?
Someone needs to make this decision or you may end up storing
everything indefinitely, because no one took the time to analyze the
data and make a decision about what to destroy/get rid of! Note:
people have a tendency to invest in more file systems and/or archive
boxes. You will eventually need to increase the amount of storage
space and incur more costs.
Use colored
vinyl file folders for your desktop files that are “URGENT”,
“PENDING”, “TO DO”, “TO READ”
RED -
Hot or Urgent (Open this folder first thing every business day.)
YELLOW - Pending (waiting for someone or something else.) GREEN -
To Do (not Urgent) BLUE - To read (this folder is a "take with you
folder", for those times when you have to wait on something. It's
good use of "dead-time")
by Valerie Simpson
A to Z Organizing Pros®