Office Organization
Manage Your Time
- Use a planner to track appointments and tasks. It can be a paper-based notebook, a computer software program, or an electronic handheld device.
- Create at least one hour of uninterrupted time per day to tackle projects and action items.
- Allocate twice as much time for a task as you think it will take. This accommodates for interruptions and stopping to get more information.
- Break large projects down into small, sequential steps. Schedule these steps into your day with your planner.
Tame Your Desk
- Keep only supplies you need on a daily basis on your desktop.
- Create a paper flow system for your incoming documents.
- Use your in box only for items that haven’t yet been reviewed.
- Avoid looking at documents and placing them back on the desk. Follow through with the decision you have made about the document.
Supercharge Your Communication
- Write an agenda before making a phone call so you don’t forget the important points.
- Keep a record or schedule follow-up calls of what you’ve delegated so it doesn’t fall through the cracks.
- Be clear about the response you need when sending messages to colleagues. They can then provide a full response, even if they don’t reach you directly.
Conquer Your Filing
- Create a filing system for your electronic documents that mirrors the one you have for paper. Sort, file, and purge electronic information regularly.
- Keep a file index (a master list of file names). Check the index before creating a new file to avoid making duplicates. Also use it when deciding where to put new documents.
- Refer to your company’s records retention plan for guidance on how long to keep documents.
- Keep the most recent papers in the front of the file. Whenever you open it, the current information will be on top.
-NAPO
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