Top Ten Tips for Organizing Your Paper Files

Did you know that the average executive spends six weeks per year retrieving or replacing lost documents?  Naturally, it makes sense to create a system that is quick and easy so you can save that lost time.  Here are some ideas to get it done now once you have The Paper Tiger.  If you don’t have The Paper Tiger now, download this link to get started.  Here are the top ten tips I recommend:

1    Look at the “hot spot of files”.  You know the pile that seems the most urgent and makes your stomach churn every time you look at it.  Take the paperwork and make a decision on each piece and separate into four piles:

a          Reference, those items you need, just not right now

b         Action, current projects, ongoing projects

c         Toss, you know where those are going

d         Timed, you need these on a specific date.

2    When deciding on whether to file something or throw it away, ask yourself if how difficult would it be to find this information again?  Does it have any legal or financial ramifications if you were to throw it away?  If you can live with the answer of throwing it away after those thoughts, let it go.

3    Set up the Paper Tiger Filing System Software and Document Management, an indexing system that works like a search engine for paper files to help you get organized and stay organized.  It’s essentially creating an inventory for all of your files.

4    Use names that you will be able to recall easily.  The obvious file names that you’ve used in the past.  Then the interesting thing is with The Paper Tiger is that will also be able to add keywords into the database so that any name you think of when you need to find a file, the software will be able to tell you where it is in seconds. So in the case of “Auto” the Item Name would be “Ford Explorer”, and in the keywords section, you would input the name of the company, i.e., “Vehicle, Car”, possible the name of the dealer, the service person’s name, etc., and you might use “Personal” in the Category section.

5    Oftentimes, people receive notices of an event and they never know what to do with the postcard. Set up a monthly filing system (a Tickler File) to keep track of when to throw them away.  Create 12 hanging file folders, one for each month.  As you rsvp or pull the information for “dress code” or directions. When the day rolls around, you can retrieve it for a reminder. This will ensure that you never miss an event or an expiration date on an rsvp or offer.

6    When sorting through paperwork make a decision. If you’re not in a decision-making mood, have a place set up for “unprocessed paperwork”.  Then when you’re ready, if you need to take action, do it now or place it in the appropriate action file.  If someone else needs to attend to it, give it to them.  If it is something to reference later on, add it to a reference file and place it there. Putting it back in the pile to address later is no longer an option for you as an organized person.

7    When you have a lot of tasks to do for the day, quickly sort the tasks in order of importance.  Do what is most profitable or important to you first, then move on from there.  Therefore, if you only have a little bit of time you will be addressing the most critical issues first.  All other tasks need to be scheduled for the when it makes sense.  This final step is critical otherwise you’ll be starting a new pile.

8    Print out reports of what you have inventoried in your filing system, place a folder in the front of each door labeled “File Index”.  Having a quick and easy reference when you don’t want to open your computer makes it easier to find quickly.

9     Get into a maintenance habit of printing out a report of all of your files, quarterly or no less often than annually, and identify what you no longer need and purge or create steps to archive via off site store or scanning. 

10 .Finally, create a time management habit.  Take 10-15 minutes every morning looking at your priorities, including your Actions within your Paper Tiger system and pulling files from your Tickler File.  Do the same thing each evening by placing all documents collected through the day back into your systems. 

Congratulations on your progress, if you haven’t done it yet.  Set up your Paper Tiger system now and get started.  As you go throughout your day, keep in mind the task at hand and focus on completing that one task.  Remember that “things don’t clutter, people clutter”.  When we make simple decisions and take action, we can improve the quality of our life at work and at home.

Anne McGurty

www.StrategizeAndOrganize.com

480-442-2014 – Arizona

Anne McGurty is CEO of Strategize & Organize, a company devoted to training individual’s to be more effective with the tools and resources to be productive in their work environment.

If you liked these tips, Anne is a dynamic strategist.   She can help you organize your business — and yourself — ranging from consulting to keynote speaking and corporate training programs to improve efficiencies in the workplace and improve productivity.

While Anne is best known for her expertise in productivity and expert office organizing, her clients share that her biggest impact comes from her philosophy of “personalizing her programs to fit the needs of her clients so they can streamline more efficiently with existing processes” – ensuring to create a sustainable work environment. This, Anne says, is the most important key to bringing an individual to personal freedom with time and organization.

Cool Tools to Market Your Small Business

I've lived in the Phoenix area for almost two years now.  I had no idea that moving would change the platform of my business, nor did I realize business would take a hit because no one knew me.  That’s all changed in the last six months since I’ve learned more about social media marketing.  Just yesterday I was on the phone with a prospect and when I looked at his social media profile while we were on the phone, I recognized someone who I recently met.  Knowing someone in common helped us make that connection on my cold call.  It makes sense to be in the know to who your prospects know, doesn't it?  Social media warms things up!  Is it heating up the climate for your business?

Fact: More than 1 million businesses have some integration with Facebook on their website. 

Fact: 40% of marketers use Google+, 67% want to learn more.

Did you know that Facebook and Twitter are a couple of the top social media websites.  You may even have your own accounts, but are you using them to get the maximum business benefits, or are you simply wasting your valuable time? (Such as when you log into your Facebook account planning to just "check-in," only to later realize that hours have passed. Urgh!!)

These full-of-potential marketing tools are relatively easy to use once you know how to take full advantage of your social media marketing initiatives.

Put simply, "social media" is an organic online relationship. These relationships might take place on social networking sites (like Facebook and Google+), business networking sites (like LinkedIn), blogs (like WordPress and Blogger), microblogs (like Twitter) and a variety of other up-and-coming sites like Pinterest. Therefore, when you take part in "social media marketing," you are using these tools to promote your business, with the ultimate goal of increased sales thanks to the exposure you receive.  

You -- as a small business owner -- will likely also use social media to feature your expertise, connect with others in your industry, and meet like-minded people across the planet. The good thing is, social media marketing is easy to use, at your own pace. Let's begin with some benefits of using social media marketing for your business.

• Build brand/name recognition. The more visible you are in the online community, the better. Getting your name out there is easy on the web, and at virtually no cost. Always use your logo, tagline, and photo on these sites to build your brand.

• Establish yourself as an expert in your area.  Share what you know. Teach your followers.  Become the resource for invaluable ideas.

• Increase website traffic and search engine rankings. On your social media sites, include links back to your company website. Invite people to visit your site to get more information and to sign up for your newsletter. Bonus: The more links back to your company website (especially from established sites like Facebook and Google+), the better your search engine rankings!

• Increase sales and profitability. The ultimate goal for most: By bringing in qualified leads, you'll hopefully attract new customers and clients. They get to know you on your social media sites, then they visit your website to learn more, and the relationship grows from there.

If you want to get more focused on your social media, email me for a free market analysis of your business and one competitor.  You'll quickly see where you stand in the marketplace.  We can then choose the social media websites that are right for you, how to figure out what to write about, how to strategize and organize goals, and how to analyze your results.  2014 is going to be an amazing year. 

In the meantime, now that you understand social media marketing a little better, give it a try. Visit my sites at http://twitter.com/annemcgurty,  http://www.linkedin.com/in/annemcgurty, http://www.facebook.com/strategizeandorganize.   Join my network and invite me to join yours! Let's learn more about each other!

The Money is in the Follow Up

Tip of the Day: Follow Up! Create a "Follow Up" file for anything that is still pending. 

A long time ago I learned that those piles of papers on your desk where most likely there because you needed to stay on top of the status.  Only too often do I hear clients say that they still miss deadlines or forget to respond to something because they forgot the paper was on their desk.

It's kind of futile then to have a messy desk with files and no system to go through the files.

The best way that I have found to stay on top of those piles of papers short of the obvious organized file index for your filing system, is to have a follow up tickler file.  A tickler file is a fairly rudimentary system that is for each day.  The trick is that you need to refer to it daily or be in the habit of putting things in teh tickler for days that you know you will be at your desk to refer back to it. 

If you're on teh go a bit, create a portable tickler file and keep it with you because you.  This file is for you and only you, must take further action on these items. 


#ProductivityCoachPhoenix #OfficeOrganizingPhoenix 
http://www.StrategizeAndOrganize.com/ 480-442-2014

Expanding Your Business with Bill Walsh will Open Your World to Pioneering People

Post by Strategize and Organize.

Keeping It Organized

Twenty percent of a person's effort generates 80 percent of the person's results. The corollary (result) to this is that 20 percent of one's results absorb 80 percent of one's resources or efforts. ~Pareto Principle

To maximize personal productivity, realize that 80 percent of one's time is spent on many trivial activities. When it registers with you that you need to get back on track, assess what’s going on there. When you see which activities produce the most value to your company, you can find the right keys to open the right doors of opportunity to then change your focus so that you concentrate on the vital 20 percent. What do you do with those tasks that are left over? Get organized; delegate them or discontinue doing them.

Here are three quick tips to stay organized and to manage your changes each day.

Follow Up - File for follow up anything that is still pending– you need to keep this piece of paper because you, and only you, must take further action on the item.

Tidy up - When you’re done with it, put it away. Tidying up files and supplies as you go keeps items always ready to use.

Have a “clean out files” day - Do it! Once every six or twelve months, plan an event to clean out files. This event may be the day to hire a professional organizer or productivity consultant to come in and help accomplish the project faster and more efficiently.

Call for a free consult

Post by Strategize and Organize.

What Message Are Your Sending Your Clients?

Post by Strategize and Organize.

How to Keep Your House Safe During the Holidays

Through the celebration and enjoyment of the holiday season, make sure you are safe and smart.

In this article are 7 simple tips to keep you safe!

Take these simple safety measures to help keep your home safe while you're gone.

•   Do not put out the "we're not home" indicators -- use timers on lights and music or television so your house appears and sounds lived in.

•   Inform trusted friends and neighbors letting them know how long you'll be away and the way to get in touch with you in an emergency. Ask them to keep a watchful eye on your house. Ask them to pick up your mail and newspapers, or better yet, hold shipping and delivery until you get back. Perhaps they could park their cars in your driveway from time to time. In snowy locations, ask them to shovel your walkway and driveway.

•   Take off personal information and home phone number from your suitcase tags and add your cell-phone number instead, in case a ruthless baggage collector gets any suspect ideas.

•   Secure and hide your valuable items. Remember to keep blinds mostly closed to keep high dollar items (such as your big-screen TV) out of sight. (But be sure not to entirely close all window covers, or it will be evident that no one is home.)

•   Adjust the thermostat to an energy-saving level. Unplug most electrical devices to avoid wasting electricity. Turn off your wireless router too, so no one can snoop into your network.

•   Clean out all perishable foods from the fridge, and take out the rubbish so you don't come back to unpleasant odors.

It may seem obvious, but don't forget to lock all doors and windows. If you leave a vehicle in the drive, make sure you take out any garage door openers.

Wishing you a happy holiday season, making certain you will be safe as well as sensible.

Source:

http://www.facebook.com/strategizeandorganize
http://www.strategizeandorganize.com
http://www.linkedin.com/annemcgurty
amcgurty@strategizeandorganizecom  480-442-2014

How Can Meditation Change Your Stress Level?

Post by Anne McGurty.

Strategies to Further Improve Your Work Productivity

 1. Undertake the most difficult thing first. As soon as you arrive at the office, you may be inclined to first check your emails, go through the day’s mail, or furrow through some easy admin activities. Instead, try doing the most challenging, trickiest (or least satisfying) action early in the day. You’ll be approaching it when your focus level is raised and your mind is sharp.

 2. Prepare for tomorrow at the close of today. Take 15 minutes at the end of every day to make tomorrow’s to-do list. This routine of preparing will give you the gift of focus, allowing you to get a jump-start the next morning. In a sense, you’re building a plan for the following day.

 3. Transfer all ideas, actions, and goals onto paper. Clear the muddle out of your brain by taking pen to paper (or fingers to keyboard) and make it possible for to-dos and brilliant ideas to become more tangible.

 4. Use your email proficiently. Avoid skimming emails and leaving them to act upon “later.” Instead, plan time just twice each day to check and handle emails. Go through each email message thoroughly, then act, file, delete, or forward.

 5. Enjoy a lunch break every day. You may not feel you have time for one, but schedule the time. Poor nutrition while at work is costing countries (and their businesses) up to 20% in lost work productivity! 

6. Become a proficient time estimator. Most undesirable activities don’t take as long as you think they will. And most enjoyable things tend to draw out a bit longer than you'd think. Have a timer to get an accurate measure of the exact time it takes to finish several different everyday tasks.

 7. Setup an effective work space. The standard office person spends 2,000 hours per year at her workspace. Make sure that space is easy to work by simply gathering things you use most often and housing them within effortless reach of your usual seatedea.

 8. Tackle paper effortlessly. Resolve to deal with your papers on a scheduled cycle. Whether first thing in the morning, at the end of the day, or somewhere in between, set aside 30 minutes each day so you don't end up with overwhelming piles.

 9. Be more efficient by avoiding distractions. Try using lower-energy hours as your open office hours so you don’t squander peak work productivity with distractions.

 10. Understand the many benefits of staying organized. Getting organized goes way beyond having a orderly and uncluttered space. By becoming more organized, you’ll not only help your business run more effective, but you’ll enjoy many personal benefits as well.

 11. Stop procrastinating. Break activities down into realistic-sized parts and write these down Each day’s achievements can give the motivation so you can keep going.

 12. Master how to say “no” and delegate. Take control of your schedule and tasks by creating a list of all your commitments, both daily and special undertakings. Even if it takes a little more effort on the front end to teach someone else, it may pay off by providing you increased time and energy to focus your attention on more substantive responsibilities.

Turn a Bonus Room into a Home Office

Post by Strategize and Organize.

Set Expectations to Improve Time Management

Post by Strategize and Organize.

How to Write the Perfect Post on Facebook

Several months ago, I heard about a Facebook group in Phoenix and how people were getting all kinds of business as a result of using Facebook for their business. For the last couple of years I had been pretty adept in using Facebook, so I thought I'd check it out. I was proud of my 134 likes on my business page; however, I always did wonder how some people got so much traffic. Today I have over 1,500 likes and have a viral reach of over 7,000 people. How cool is that! In today's post I'm going to teach you some of the tricks I learned.

1.  Post once a day at least five times a week. 
2.  Tag your business page in each post.
3.  Post pictures 90% of the time that are cute, funny or have sex appeal (in a good way). Something that people want to "share". 
4. Refer to your business website. 
5. Teach people something, give your knowledge away. 
6. Have a call to action only once a week, people are tired of being sold to buy stuff. 
7. Use hashtags "#" with your uniqueness. 
8. Create a blog like mine here and share content on the blog as well. Refer to it in your posts. 
9. Resize photos before posting and label with your keywords. 
10. Systematically invitefriends to like your page. Excess invitations may mean you go to Facebook jail.  

These are just a few of the incredible nuggets I have picked up. Every week in Phoenix I go, if you want to learn more, like my Facebook page and you'll get to know more about what I'm doing.  I'd welcome you to join me with #TopHatTerry and the #GiaHellerGang. http://www.facebook.com/strategizeandorganize

Guaranteed to Find Your Files

Post by Strategize and Organize.

Increase Sales by 25%

Post by Strategize and Organize.

Work in the Cloud Using Google Drive

Post by Strategize and Organize.

Stop Clutter

Post by Strategize and Organize.

Organizing Tip for Your Office

Post by Strategize and Organize.

Free Event to Learn to be Happy, Healthy and Wealthy

Post by Strategize and Organize.

v>

https://www.facebook.com/events/473715056058371/

Investing in a Business Coach or Professional Organizer

In an interview, I was asked how do I help people see the value in investing in personal productivity?

My response was that I learned to be very focused on what I am truly passionate about and to concentrate on the outcome and the completion of what it takes for individual personal productivity. Like my clients, I strive to not get distracted by the shiny objects. Just as I coach my clients, I avoid the peripheral “things,” the “maybe we should look at that too or look at this.” I focus on the simplified methodology for the issues they are dealing with, and that is really where I am the most successful.

I have clients who ask me to do things that are off my radar screen and although I may have a good experience, professional or personal, it’s really not in the mainstream of my core competencies. In those instances, I’ve learned that I have to say no and work with my wonderful network of colleagues from mastermind groups, The National Speaker’s Association, and other associations. I find other professionals and recommend my clients to those individuals and let it go. That’s where I feel I can be most of service, and I really learn from that. It doesn’t have to be all about me; it’s really all about the client.

People sometimes feel ashamed of where they are, and they are embarrassed to say that they need help. Oftentimes, they think they should have figured it out by now. At other times, they believe that someone in their organization, who already shares in their pain and knows the challenges, will be able to fix things. They consider using someone from the inside rather than bringing in an outsider. The issue with using insiders is that they may be enmeshed in the problem themselves and lack a sense of objectivity. Having an outsider, such as me, come in and take a look offers the organization that objective, non-judgmental, bird’s eye view. I am there to assess and analyze the problem, identify the root causes, and offer solutions that, once implemented, will result in consistent, positive, and efficient outcomes.

I always like to remind people that they're in business because they wanted to do something they care deeply about. Maybe they run an international nonprofit organization or want to be a physician heading up a healthcare company. That’s what their passion is, and my passion has always been analyzing methodologies to help people be more efficient. I’ve worked with so many different people through different industries—entrepreneurial to large organizations—that I can make more expedient decisions and not just set up little packages of quick fixes or band aid containers for how things should look. I can really give them systems that are repeatable and transferable to other people. Once those systems are in place, they will be there for the long haul. Their investment in me and my services is really a significant and worthwhile value to them and their organization.

Are you committed to change?

In an interview I was asked, "as a business coach, how do I get commitment from clients?"

            I gain commitment by influencing and persuading clients about several objectives and by having them buy into the process. I have a plethora of methods. As I said earlier, every client is unique. I figure out what works for each individual one. I do have one client in particular, and even though her company is no longer keeping me on retainer, she still emails me weekly. I had this company for about eight years, and due to a reshifting of their priorities, my services were put on hold. Even though I’m no longer on retainer, this individual still emails me every Friday with her successes for the week and a quick note about the lessons she’s learned that week.

I had just started working with her prior to the budget cuts, so we really wanted to keep this going. We established a spirit of cooperation and cohesion for goal achievement. I couldn’t let her go because I saw how much she wanted to change. The method I used with her was for her to write an “accountability” every week of what her goals were, what she’d accomplished, and what lessons she’d learned.

I inquire which methods my clients have previously used or considered using and what they want to accomplish in using those resources. In the process of questioning them, I validate and acknowledge their desire to learn more, to do things more efficiently, and to help themselves. I then help them identify which resources will best address their needs, taking into consider ease of use and cost-effectiveness. Once we establish that I’m listening to them, understanding their needs, and looking at what’s best suited for them based on where they are, then they’re ready to make the time commitment to learn and incorporate these new methodologies into their work practices.

I have heard lots of speakers over the years and recently have been on calls with Michael Bernoff. He talks about asking people to commit to the time they schedule with you. I learned from him that just using the words, “Do I have your commitment that you will accomplish such and such?” has a strong emotional affect for people. They hear commitment and know they need to show up. 

Also, I have found that if a client isn’t committed to keeping appointments, I have to fire them. I guarantee my clients that I can help them and if they are not willing to commit to the work or systems that we define are best for them, then I tell them that they are setting me up to fail in helping them. If that’s the case, then either they get on board and become accountable or we work together to get them help elsewhere. Sometimes, they are just not ready, and I let them go with love.  

How to File and be Guaranteed to Find It!

Did you know that the average executive spends six weeks per year retrieving or replacing lost documents?  Naturally, it makes sense to create a system that is quick and easy so you can save that lost time.  Here are some ideas to get it done now once you have The Paper Tiger.  If you don’t have The Paper Tiger now, download this link to get started.  Here are the top ten tips I recommend:

           1    Look at the “hot spot of files”.  You know the pile that seems the most urgent and makes your stomach churn every time you look at it.  Take the paperwork and make a decision on each piece and separate into four piles:

            a         Reference, those items you need, just not right now

            b         Action, current projects, ongoing projects

            c         Toss, you know where those are going

            d         Timed, you need these on a specific date.

            2    When deciding on whether to file something or throw it away, ask yourself if how difficult would it be to find this information again?  Does it have any legal or financial ramifications if you were to throw it away?  If you can live with the answer of throwing it away after those thoughts, let it go.

3    Set up the Paper Tiger Filing System Software and Document Management, an indexing system that works like a search engine for paper files to help you get organized and stay organized.  It’s essentially creating an inventory for all of your files.

4    Use names that you will be able to recall easily.  The obvious file names that you’ve used in the past.  Then the interesting thing is with The Paper Tiger is that will also be able to add keywords into the database so that any name you think of when you need to find a file, the software will be able to tell you where it is in seconds. So in the case of “Auto” the Item Name would be “Ford Explorer”, and in the keywords section, you would input the name of the company, i.e., “Vehicle, Car”, possible the name of the dealer, the service person’s name, etc., and you might use “Personal” in the Category section.

5    Oftentimes, people receive notices of an event and they never know what to do with the postcard. Set up a monthly filing system (a Tickler File) to keep track of when to throw them away.  Create 12 hanging file folders, one for each month.  As you rsvp or pull the information for “dress code” or directions. When the day rolls around, you can retrieve it for a reminder. This will ensure that you never miss an event or an expiration date on an rsvp or offer.

6    When sorting through paperwork make a decision. If you’re not in a decision-making mood, have a place set up for “unprocessed paperwork”.  Then when you’re ready, if you need to take action, do it now or place it in the appropriate action file.  If someone else needs to attend to it, give it to them.  If it is something to reference later on, add it to a reference file and place it there. Putting it back in the pile to address later is no longer an option for you as an organized person.

7    When you have a lot of tasks to do for the day, quickly sort the tasks in order of importance.  Do what is most profitable or important to you first, then move on from there.  Therefore, if you only have a little bit of time you will be addressing the most critical issues first.  All other tasks need to be scheduled for the when it makes sense.  This final step is critical otherwise you’ll be starting a new pile.

8    Print out reports of what you have inventoried in your filing system, place a folder in the front of each door labeled “File Index”.  Having a quick and easy reference when you don’t want to open your computer makes it easier to find quickly.

9     Get into a maintenance habit of printing out a report of all of your files, quarterly or no less often than annually, and identify what you no longer need and purge or create steps to archive via off site store or scanning. 

10 .Finally, create a time management habit.  Take 10-15 minutes every morning looking at your priorities, including your Actions within your Paper Tiger system and pulling files from your Tickler File.  Do the same thing each evening by placing all documents collected through the day back into your systems. 

Congratulations on your progress, if you haven’t done it yet.  Set up your Paper Tiger system now and get started.  As you go throughout your day, keep in mind the task at hand and focus on completing that one task.  Remember that “things don’t clutter, people clutter”.  When we make simple decisions and take action, we can improve the quality of our life at work and at home.

Transforming a Home Office

• Written by admin Edit
• Posted March 26, 2013 at 1:32 pm
• Email to a Friend!

Recently, I was working with a client who wanted to get some order in her home.  I asked her to please send me some photos of some hot spots that she felt were disorganized.

She sent me a picture of her home living room as seen here.  Obviously, she uses this space for her home office.  I am sure you would agree that this space is why she felt that she needed my help.  We decided to start there, because frankly if your business isn’t in order every day, you’ll never feel like you’re getting anything accomplished.

As I tell my clients and as I spell out in my book, Lost in Your Own Office, you have to start with the space.  This client was classic where she was squeezed into a corner.

The positioning of the desk was in the light where the Arizona sun was shining in the window causing a glare on her screen.  We moved how the desk was arranged in the room. She also had a file cabinet that was in the main hallway so obviously it made sense to have it closer to where she was working.

Secondly, the files needed to be filed so that she had a system for her work needs.  She deals with medical records so confidentiality was critical and now her files are locked up in the file cabinet.
All the stuff then can be easily organized when you utilize simple organizational tools.  We didn’t have to spend any extra money on supplies or storage containers as she had everything already.  The bookcase really was meant to be a showcase for her collection of castles, which we moved into the main living room.  The books were old and outdated so we boxed them up to be sold on eBay.

The papers in the office were business related as well as family papers from the teenagers using the computer   We made it her own office space and created a letter tray for the kids paperwork.  It was a great family effort (it always goes better when everyone is on the same page) and three hours later we had a beautiful new space (even the desk drawers were purged with only what was needed.)

An inefficient workspace is seldom life threatening, but it still hurts us on the job.  Studies show that each year 1.8 million workers develop injuries related to ergonomic factors.  That translates into an annual productivity cost of more than $60 billion.  The personal cost is even greater.  A messy office hampers our job performance, robs us of our confidence, and prevents us from spending valuable time with our family and friends.

What about your workplace?  What message are you sending out about your office? That you’re competent and efficient? Or that you’re disorganized and out of control?

If you are relating to this post and would like to work with me, please visit my website, www.annemcgurty.com and contact me to schedule a free 30 minute call to see if it makes sense for us to work together.

Home office organization

Tips How to Maximize Productivity

As you think about getting organized in your office, here are some tips to get you going. 


1.        Do the hardest thing first.  When you arrive at the office, you may be tempted to first check your messages, rifle through the day’s mail, or plow through some easy administrative tasks. Instead, try doing the hardest, most challenging (or least enjoyable) thing earlier in the day. You’ll be attacking it when your energy level is high and your mind is clear.

2.       Plan for tomorrow at the end of today. Take 15 minutes at the end of every day to create tomorrow’s to-do list. This habit of planning will give you the gift of focus, allowing you to get a jump-start the next morning. In a sense, you’re creating a map for the following day.

3.        Download all ideas, actions, and goals onto paper.  Clear the clutter out of your brain by taking pen to paper (or fingers to keyboard) and allow to-dos and brilliant ideas to become more concrete.

4.        Use your email effectively. Stop scanning emails and leaving them to deal with “later.” Instead, schedule time just twice each day to check and manage emails. Read each email message thoroughly, then act, file, delete, or pass along.

5.        Take a lunch break every day. You may not think you have time for one, but make the time. Poor diet on the job is costing countries (and their businesses) up to 20% in lost productivity!

6.        Become an expert time estimator. Most unpleasant tasks don’t take as long as you think they will. And most pleasant things tend to drag out a bit longer than you'd expect. Use a timer to get an accurate gauge of the real time it takes to accomplish a variety of routine responsibilities.

7.        Create an effective work area. The average office worker spends 2,000 hours per year at her desk. Make that space easy to use by gathering items that you use most frequently and storing them within easy reach of your usual seated position.

8.         Manage paper effectively. Resolve to deal with your papers on a regular basis. Whether first thing in the morning, at the end of the day, or somewhere in between, set aside 30 minutes each day so you don't end up with overwhelming piles.

9.         Be more productive by avoiding interruptions. Use your lower-energy hours as your open office hours so you don’t waste peak productivity periods with interruptions.

10.     Know the benefits of being organized. Getting organized goes way beyond having a neat and tidy space. By becoming more organized, you’ll not only help your business run better, but you’ll reap multiple personal rewards as well.

11.     Stop procrastinating.  Break tasks down into realistic-sized chunks and jot them. Each day’s successes will give you the drive to keep going.

12.     Learn to say “no” and delegate. Take control of your time and tasks by making a list of all your responsibilities, both daily and special projects. Even if it takes a little more time on the front end to train someone else, it may pay off by giving you more time to focus on larger responsibilities. 

My Source:

Anne McGurty
www.AnneMcGurty.com
Strategize & Organize
10401 North 52nd Street, #114
Paradise Valley, AZ  85253
(480) 442-2014

Anne is available as a consultant to help you improve your efficiencies in your office whether it is a home office or in a commercial environment.  She is also available virtually on Skype for coaching sessions.  If your human resources department is looking to implement an employee training program, Anne can customize a program for your organization.