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Tackle your disorganization demons at work
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Find out how a messy office could be costing you time and money.
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By Charmaine Noronha
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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 28 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.
"Physical clutter and disorganization in the workplace leads to mental clutter," says professional organizer Debra Milne, founder of ProfessionalOrganizers.com.
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.
4. Schedule telephone calls
Before returning calls, note what you want to say and what you want to find out beforehand. Be brief and to the point, and let the person know that your time is limited. If the discussion is likely to take longer, suggest another date when more time is available. When placing calls, respect the time of other employees by immediately asking if you have phoned at a convenient time or should call back later.
5. Manage your time
Plan when you're going to tackle tasks and allot enough time to complete all or part of them. Do difficult jobs first, or at a time when you're at peak performance, and saving the less stressful tasks, like reading, for when you're tired.
6. Learn to delegate
If you're in a position to delegate, the general rule is to pass along work to one of your staff (or perhaps a sub-contractor or supplier) if she can do it 80 per cent as well as you can. But make sure the person doesn't already have a full plate, and give her a deadline. If you're on the receiving end of delegation, learn to say no if your schedule is full, or find out what isn't urgent and leave it for another day. If you don't have a choice, ask for guidance on priorities.
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