Why is it called simple? Because It Works!!!!
Imagine entering your office; it is neat and clean and you can easily find what you are looking for at a moment’s notice. You can give better customer service, both internally and externally. You can 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’s philosophy. You know what you want to accomplish today and feel such satisfaction in getting it done. Most importantly, you enjoy more peace of mind and a more balanced life. Are you ready to learn exactly what to do? Great…let’s go!!
The following is S.O.S… the Simple Organization System™. It is very simple and easy to implement. It is a logically organized process guaranteed to make your life and career more efficient and effective. Ten steps will get your office organized.
- List five benefits to you for 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 do not know the benefits, don’t even start — it will not work.
- Schedule the date and time for your office organization. It can take up to eight hours just to organize your desk, in-box and one file drawer. (It would only take me four hours because I am 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.
- Have your supplies ready. You’ll need plenty of trash bags, and a box for all the things you’ll be donating to your favorite charity or shelter. You’ll also need office supplies — basic army green hanging folders, labels, adhesive dots, colored hanging folders with interior file folders to match, and a three ring binder and plastic sleeves to put in the binder.
- Sit at your desk and totally empty it out. Pile everything up on top of the desk. Wipe out the drawers.
- Move into your new desk by designing the following drawers: Mechanical drawer — for pens, pencils, scissors, paper clips, glue sticks, etc. Paper drawer — for post-em’s, note cards, envelopes, letterhead. The 1-31 drawer-place 31 red hanging folders in this drawer with one manila dated folder for each day of the month in each hanging folder. Hot Project drawer — for the projects you are currently working on. Personal drawer — if you do not maintain an office at home, create a drawer for gum, mints, aspirin, comb, etc.
- Arrange the 1-31 Drawer. These files represent each day of the month. You will file your work under the day you plan on taking action for that item. Go through your piles of papers, one piece at a time. With each item, decide whether to throw it away, delegate it to someone else, file it, or put it in you 1-31 files.
- 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. Our information book includes data such as how to use the daily activity log, how to assemble press kits, what supplies we purchase and from whom. Think of this book as an operating manual for your office. Using it, a new assistant can be up to speed within days.
- Take the time to put everything back in its place, or hire someone else to do it. In my office, I don’t file anything, I have one spot where I put materials I’ve worked with that day, and then my assistant files them in their appropriate place.
- Reorganize your office often. Every three months the first year and every six months thereafter for as long as you plan to run a successful business.
- 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 organization 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 and/or have had more time for a personal life 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!