Organizing for efficiency and effectiveness

ORGANIZING FOR EFFICIENCY AND EFFECTIVENESSBy Jennifer Snyder, Owner of Neat as a Pin Organizing Experts

Organizing a workload is the key to effective multitasking

Managing The Workload

Workload Management – Utilize Unique Thinking Styles

The very best way to work effectively is to utilize your individual learning style.

By accentuating your strengths, you can increase productivity and make it easier at the same time.

Workload Management - VisualsColor

Words

Pictures

Lines

Workload Management - Auditory

Record Meetings Read aloud Utilize telephone

conversations Record daily ToDo

list Record notes

after taking them

Workload Management – Kinesthetic

Post-It System for workload management

Each project is given a specific color

The board is separated by time

Keep “off the chart” post its in a spiral notebook

All projects are composed of tasks, properly managed tasks become a successfully completed project

Managing The Tasks

Task Management - Prioritizing

Store papers vertically

Sort by urgency Urgent Immediate Pending Review Complete

Use Inbox for items requiring action ONLY

Create relevant folders for all other items

Utilize flags to identify projects

Paper Email

Task Management - Prioritizing

Create a single notebook used for meeting notes

During a meeting mark all items requiring action with an arrow

Move from notes to Action List immediately after the meeting

Add phone calls to your Action List if requiring action

Return phone calls within 24-hours regardless of the urgency

Notes Telephone Calls

Task Management – Action List

Action List is the same as a ToDo List

Combine all mediums for creating Action List Phone Messages Email Meeting Notes Text Messages Project Tasks

Task Management – Action List

Must Do

Have To

Want To

o Hope To

Task Management – Action List

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Task Management – Action List

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Task Management – Being Prepared

Designate a system to manage your Action List Post It notes Note cards Business journal

Take this system with you wherever you go for ideas and new additions

An organized workspace facilitates logical workflow and avoids cracks in the process

Managing The Space

Workspace Management - Benefits

Better focus / fewer visual distractions

More usable desk space

Cleaner & more hygienic

More professional appearance

Increased trust by clients and managers

Workspace Management

Stop it at the source

Opt for higher end publications

Keep what you need

Use RSS Use a bookshelf

Ask yourself “why?” Is the space laid out

for effective filing? Are the papers

necessary? Set aside filing time Be mindful of your

habits

Reading Materials Filing

Workspace Management

All items on the desk should fit into one of the categories discussed previously Urgent Immediate Pending Review

Schwag Tools Personal items Food Printouts Gifts

Action Items Homeless Items

Workspace Management - Tips Limit personal items Reorganize at the

end of the day If a pen doesn’t

work – throw it out Move staplers, tape

dispensers and calculators to a drawer or doored cabinet

Use empty paper boxes for papers to be recycled and shred

Limit guest seating Keep all supplies in

one drawer Color-code projects Never ever lay

anything flat

Workspaces – Cold Hard Facts 75% of office workers

eat lunch at their desks 2 or 3 times a week.

50% do so every day. 24% of workers clean

their desk before eating…20% never clean their desk at all

Statistics from Customer Service Council of Canada

The typical desk contains 400x as much bacteria as a toilet. 20,961 germs per square inch on a desk versus 49 germs per square inch on a toilet seat.

Women’s desks have, on average, 3x the number of germs as a man’s.

Workspaces – Still want to eat there?

Use a disposable placemat

Turn away from your desk when you cough or sneeze

Declutter Utilize hand

sanitizer and sanitizing wipes

Each day we are given 1440 minutes…how we use them is up to us

In today's workplace, you can differentiate yourself by your ability to handle information and manage your time. "Careers are made or broken by the soft skills that make you able to handle a very large workload," says Merlin Mann, editor of the productivity blog 43 Folders.

Managing The Time

Managing Time Take action on an

email as soon as you read it.

Admit multitasking decreases everyone productivity.

Do the most important things first.

Check email on a schedule.

Know when you work best.

Be mindful of keystrokes.

Prepare tomorrows Action List today.

Only schedule 50% of your day – leaving the other 50% open for unexpected emergencies.

Managing Time Use the first 30

minutes of your day to plan the entire day.

Keep a time journal to see where your day is actually spent.

Know your roles. Know your goals.

Managing Time - Waste Almost ¼ of the

workers surveyed reported wasting at least 2 hours per day

Employees 50 and over waste the least amount of time of all those surveyed

Managing Time - Waste

Reasons employees waste time

Managing Time - Waste

Work related waste

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