Transcript
Get Organized In The Office
Lisa DeVeau, CPO®
PO Box 622, Manlius, NY 13104 Phone: 315.682.6035 www.completelyorganized.com
Fax: 315.282.2800
Introduction to organizing
Organizing is a skill not a gift
Common misconceptions
A place for everything and everything in its place
Getting organized doesn’t have to be an overwhelming chore
Mark Twain’s saying
“The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.”
Self Defeating Behaviors
Perfectionism
Overloading
Excessive Multi-tasking
Procrastination
Procrastination
Types• False belief • Depression• Self control• Unclear expectations• Task related anxieties• Perfectionism• Happy helper• Traveler• Drifter• Fear
What to do about it? Self-talk Timer Recognize trouble areas Rewards Plan time to plan! Use high energy for most undesirable tasks Ask yourself two questions Leverage your talents Indentify your key constraints Put pressure on yourself Motivate yourself into action Do the most difficult task first Single handle every task
Handling Incoming Items
Five Categories
Paper E-mail Voicemail Verbal requests Things you think of that you want to do
Five Decisions
Discard Delegation Act now! Reference file or “home” Act later
Action Center
1-31 file folders Jan – Dec file folders Someday Waiting on response Action forms Casual Read Purchase/Errands
Electronic Organizing
Adapted from The Hamster Revolution by Mike Song, Vicki Halsey and Tim Burress
Email Efficiency
Reduce email volume
Improve email quality
File and find information fast with proper storage using the COTA method
Client/Customers
Outputs
Teams
Admin
COTA Tool
COTA: Electronic Filing
Time Management
Project Management
Project Plan
ESCAPE your disorganization
Evaluate/Analyze
ESCAPE your disorganization
Big Picture
Project Related
Evaluate/Analyze
ESCAPE your disorganization
What do you want to use the space for?
What collects there that you don’t want there?
Where else can you store things?
What works? What doesn’t work?
Evaluate/Analyze
ESCAPE your disorganization
Evaluate/Analyze
Sort
ESCAPE your disorganization
Evaluate/Analyze
Sort
Left to right
Macro first
Micro second
ESCAPE your disorganization
Measure the zone
Measure the space
Make a list
Evaluate/Analyze
Sort
Containerize/Categorize
ESCAPE your disorganization
Apply Labels
Evaluate/Analyze
Sort
Containerize/Categorize
ESCAPE your disorganization
Apply Labels
Permanent labels
Label everything!
Evaluate/Analyze
Sort
Containerize/Categorize
ESCAPE your disorganization
Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
ESCAPE your disorganization
Create plans that help you maintain what you have established
Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
ESCAPE your disorganization
Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
Evolve/Educate
ESCAPE your disorganization Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
Evolve/Educate
Change is inevitable!
Productivity ToolsLogmein.comPassword Safe (www.counterpane.com)E-wallet (www.iliumsoft.com)Office OneNoteMind Manager (www.mindjet.com)The Paper tiger (www.thepapertiger.com)Jott.comFree Mind mapping Software (
www.freemind.sourceforge.net)
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