I was with a client recently and she confided in me that her office is disorganised. She feels like her mind is about to explode. Since I quite like my client (we'll call her Sam), I suggested that we avoid any explosions by creating and installing systems and solutions that would produce a more productive space.
There are various options available for filing, from drop-file systems, lever-arch files and filing cabinets to avoiding paper entirely by going the paperless route.
She was doubtful but I reminded her that a loss of income would be the result of working in an environment that isn't functional. The capitalist in Sam understood this concept and so we got started.
Change of attitude
‘I'd rather pull my teeth out with blunt pliers than do this,’ - this is often the kind of attitude that makes getting organised so difficult.
As a result, many will fail but a simple change in attitude and recognising that the work needs to be done to achieve a long-term reward is what made the process easier for Sam.
Sift, sort and chuck
Going through paperwork can be a drag but undeterred by the sheer volume, Sam and I set about sifting through the piles and realised how much of it was from six to 10 years ago.
Consider operating from one diary that has enough space to allow you to jot down notes when you're out of the office.
It hadn't been looked at, was not required for legal purposes and was therefore just collecting dust. The mound was set aside for recycling and shredding while the rest was divided into action, filing and archiving piles.
All the other items in the office should also be dealt with – like equipment that has died and gone to computer heaven but is still in pride of place on your office floor. You're laughing to yourself but I know Sam isn't the only one who does this.
Creating a system
I believe that having a good filing system is the best investment you can make in your office. Sam had spent money on equipment and fancy furniture but had neglected investing in good systems and a proper filing cabinet.
An organised office is going to require you to invest in functional items such as wall-mounted or desk paper trays and notice boards for planning and correspondence with other staff members.
There are various options available for filing, from drop-file systems, lever-arch files and filing cabinets to avoiding paper entirely by going the paperless route.
Her office isn't large so we decided on a filing cabinet. All the folders were clearly labelled and the drawers divided - her personal files were seperated from her work files. As a result Sam can now find items so easily and once a week, she files her paperwork. It takes her 10 minutes because there is now a place for everything.
Getting tools
An organised office is going to require you to invest in functional items such as wall-mounted or desk paper trays, notice boards for planning and correspondence with other staff members, a shredder, productivity software and possibly training and staff development.
Sam had the basics in her office so we did a ‘tools audit’ to identify exactly what she needed in order to achieve the vision she had for her space. We then budgeted accordingly.
Create a work plan
As a result of a disorganised office, Sam's daily planning was non-existent. She would flit about from task to task and rarely ended her day feeling confident that she had achieved something.
Creating a work plan and consolidating her daily planning was necessary and this needed to start with Sam setting aside a day where she could focus on her business, identifying goals for the month and the year and thereafter setting aside time in the week that she would use towards achieving those goals.
She also operates from one diary that has enough space to allow her to jot down notes when she is out of the office.
Many people think that creating an organised office is impossible when you're generally not an organised person, however, it is attainable if you set your mind to it. Happy organising! – Isabelle de Grandpre, Neat Freak
