When you walk into your office, is it neat and clean? Can you easily find anything at a moment’s notice? Can you hire a new employee and within two days have him/her know how your office operates and how to work within the boundaries of your company philosophy?
Here is an organizational system that is very simple and easy to implement. It is a logically organized process guaranteed to make your life and career run better and easier.
Ten steps will get your office organized.
1. List five benefits of becoming organized. This helps you go through the pain of throwing away and it helps you get back on track when you slip – and we all do. If you don’t know the benefits, don’t even start – it won’t work.
2. Schedule the date and time for your office organization. It can take an individual up to eight hours just to organize his/her desk, in-box and one file drawer. (It would only take me four hours because I'm not emotionally attached to your stuff!) If you have lots of files and file cabinets, make a decision on how much you want to get done in the initial session. Once you begin, it is important that you do not stop until you've completed what you set out to accomplish.
3. Have your supplies ready. You'll need plenty of trash bags, and a box for all of the items you will be donating to your favorite charity or shelter. You'll also need office supplies--labels, colored hanging folders with file folders to match, and plastic sleeves for the information book.
4. Sit at your desk and empty it -- totally. Wipe out the drawers.
5. Move into your new desk by designing the following drawers:Mechanical drawer—for pens, pencils, scissors, paper clips, etc.Paper drawer-- for post-em’s, note cards, envelopes, and letterheadPersonal drawer-- for gum, mints, aspirin, comb, etc. The 1-31 drawer-- here you'll put 31 red hanging folders with a dated file folder tucked into each Subject drawers-- This is for all of the different files you will have that are categorized by subject; each subject has its own color. Hot Project drawer--this is for the "hot" projects you are currently working.
6. Now that you know what goes in each drawer, start putting things away. When you get to the paperwork, pick up one piece of paper at a time and make a decision about it. There are four choices: either decide when you will take action and put it in your 1-31 files, file it in the appropriate place, delegate it to someone else, or throw it away.
7. Create an information book. This book will contain all the information an assistant (even if you don't have one yet) would need to operate your office. A new assistant will understand how to operate the office within two days thanks to this handy book.
8. Take the time to put everything back in its place, or hire someone else to do it. In my office, I do not file anything, I have one spot where I place any materials I worked on that day and then my assistant will file them in their appropriate places.
9. Reorganize your office every three months the first year every six months thereafter.
10. End each day with your office clean and organized. It only takes a few minutes, and the results are worth it.
It is possible to be successful in business and be totally disorganized! it's just more difficult. If you have read to this point, you are probably not satisfied with your current organizational habits, your business progress, or your stress level!
All three of these will improve drastically when you take the above ten steps. I've personally worked with clients who report doubling and even tripling their incomes as a result of this system. They redirect the time and the energy they formerly wasted digging through piles of paper. Now they focus on success. You will too. Much success to you-you deserve it!