Office Organizing for Busy Executives
Simple Ideas When You Don’t Have Much Time
I recently worked with Ellen, a busy senior healthcare manager, on organizing her office. She juggles multiple projects and staff scheduling when she’s not in one of the many meetings she attends every day. Critical operational issues, a recent office move and boxes of inherited paperwork resulted in an office that was cluttered and chaotic. “My filing system wasn’t reflecting the projects and paperwork categories that I actually used, so I ended up with stacks of paperwork on my desk,” Ellen said. As in many busy offices, it was hard to make the time to get caught up.
We started by talking about her space. What was working and what wasn’t? Some things were obvious, like getting rid of a few boxes of files that she simply no longer needed, and others were more complex, like creating a filing and reference system that would make it easy for her to find things quickly.
After outlining a plan of attack, we dove right in, creating files for current projects and purging old paperwork. Ellen committed to doing some ‘homework’ before our next session so that we could make the most of our time and stay within budget, and she made amazing progress. By the end of our third and final session, her transformed office reflected her organized, capable personality. “I spend so much less time looking for things, and I can finally have meetings in my office again.”
Here are some techniques Ellen used that might work for you:
Schedule an organizing appointment with yourself, preferably on a slow workday. Ellen realized that her best time to organize was Fridays, since her manager was typically out of the office.
Talk it out. By spending a little time talking about the cause of the disorganization, Ellen knew what her goals and priorities were. If working with an organizer isn’t in your budget, ask a colleague to lend an ear for a few minutes.
Start with the obvious. We organized the table in the middle of Ellen’s office first so that the visible, dramatic difference would keep her motivated.
Separate active from reference files—think ‘hot, warm and cold.’ So that Ellen can quickly find files before running out to a meeting, we set up a standing file system on her desk and sorted her ‘hot’ meeting folders by day. We placed ‘warm’ current project and budget files in her desk drawers. ‘Cold’ reference files were place in the cabinet farthest away.
Create a file map. We created a list of Ellen’s filing cabinets and the files they contained. The map cuts down on time spent finding filed paperwork and the chances of duplicating files, as well as making it easier to delegate filing.
Leave some white space. Ellen’s wall space was covered with photos, reference materials and paperwork. Simply editing her walls reduced the impression of clutter.
Want to use this article in your e-newsletter or website? You can use this material in whole or in part, as long as you include this complete attribution and live link: Productivity consultant and trainer Cristin Lind of Clearwater Productivity helps busy professionals enhance their work and enrich their lives. If you’re ready to get more done with less effort, visit www.clearwaterproductivity.com.