Get a grip on paper, meetings and visitors
Time is money, the adage goes, and lots of it gets lost in disorganization and disruption. Disorganization is so prevalent in the workplace that the Professional Organizers in Canada (POC), a national self-monitoring association with 500 members, estimates a typical executive wastes 150 hours a year -- almost one month's worth of work -- searching for misplaced information. For someone earning $50,000 a year, that translates to a loss of $4,166.66 a year.
Get a grip on your office space, organize your work flow and eliminate employee gossip with this guide to on tackling these six disorganizational demons.
1. Cut down on the paper chase
Barbara Hemphill, co-creator of the software The Paper Tiger, offers the FAT principle for paper burden -- file it, act on it, or toss it. Once you've thrown away as much as possible, file everything else into an effective retrieval system or a hard-paper filing system. Then sort your files into the following groups according to how often you need them:
-Reference Files: store in a convenient location close to your desk.
-Archive Files: store in a filing cabinet or an off-site location.
-Action Files: store in a desk drawer, desk-top file box or anywhere else that's easy to reach.
2. Manage meetings
Studies have shown that the average manager spends almost 17 hours a week in meetings, about six hours in preparation and many more in the follow-up stage. If you're holding a meeting, draw up an agenda and circulate it to the staff attending beforehand, keeping in mind time limits for each topic, then stick to it. Other time-saving tricks: schedule the meeting when people are inclined to be brief -- before lunch or the end of the day -- and invite as few people as possible to limit discussion.
3. Discourage drop-in visitors
Reduce "people clutter" by placing in/out trays outside your space to avoid being disturbed by staff -- a common cause of disruption. Keep the office door closed, place your back to the entrance if you have an open-door policy, or face away from your cubicle entry so you don't appear receptive to "time bandits." If staff still insist on speaking with you, stand immediately and walk toward your visitor and cordially ask the purpose of the visit.
Click to continue for more tips on how to get organized...
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Barbara Hemphill, co-creator of the software The Paper Tiger, offers the FAT principle for paper burden -- file it, act on it, or toss it. Once you've thrown away as much as possible, file everything else into an effective retrieval system or a hard-paper filing system. Then sort your files into the following groups according to how often you need them:
-Reference Files: store in a convenient location close to your desk.
-Archive Files: store in a filing cabinet or an off-site location.
-Action Files: store in a desk drawer, desk-top file box or anywhere else that's easy to reach.
2. Manage meetings
Studies have shown that the average manager spends almost 17 hours a week in meetings, about six hours in preparation and many more in the follow-up stage. If you're holding a meeting, draw up an agenda and circulate it to the staff attending beforehand, keeping in mind time limits for each topic, then stick to it. Other time-saving tricks: schedule the meeting when people are inclined to be brief -- before lunch or the end of the day -- and invite as few people as possible to limit discussion.
3. Discourage drop-in visitors
Reduce "people clutter" by placing in/out trays outside your space to avoid being disturbed by staff -- a common cause of disruption. Keep the office door closed, place your back to the entrance if you have an open-door policy, or face away from your cubicle entry so you don't appear receptive to "time bandits." If staff still insist on speaking with you, stand immediately and walk toward your visitor and cordially ask the purpose of the visit.
Click to continue for more tips on how to get organized...
Page 1 of 2
