Organizing Your Office is GRREAT!!!
Focus Newsletter, Spring 2006
In order for you to be truly more productive from day-to-day on a long-term basis, you need to get everything out of your way that's of no use to you or that is a burden to you. Once all of this is out of your way, you can focus more easily on your priorities.
Step one is to review the categories below that are represented by the letters in G.R.E.A.T. Under each explanation is a suggestion of where to put these categories of paper and when to process them.
Step One: What is it? Where does it go? When does it go?
G = Give it away:
- These are things that don't belong in your office.
- These are things you are delegating.
- These are things that need to be mailed or sent out.
Where? Find a place on your desk nearest the door or a piece of furniture near your door. This is where all outgoing things should rest until they're gone.
When? These things should go daily, if not twice a day.
R = Reference it
- These documents do not have any actions or 'to do's associated with them.
- These documents will be referred to sometimes or frequently because they are useful to you.
- These documents may have to be saved for legal reasons.
Where? These documents need to have a file in a file drawer in your office. Some reference materials that may be referred to sometimes or frequently must be kept near by. Some reference materials that may not be referred to very much, but must be kept, can be in a lower file drawer or in a separate filing system outside of your office.
When? As soon as you discover the need to keep something, make a file for it and file it!
E = Enter it
- These papers and post-it notes, etc. have information on them that will be entered into the computer.
- This could include information for a calendar appointment, information about a contact, information for your company database, etc.
Where? Create one place near your computer for these items.
When? Keep up with entering this information as necessary, daily or 2-3 times a week. If this falls behind, it will be harder to keep up in the future.
A = Act on it
- These papers and files have actions associated with them.
- These documents cannot be filed away yet (with a few exceptions.)
Where? Create one place on your desk in your line of vision where an action pile or file can go.
When? Whenever you discover you need to do something, add it to your task list and put it all in one place until you get to it.
T = Toss it
- These are papers that you no longer need, use or want.
- These are outdated or expired documents.
- These are documents you haven't seen in a long time or have forgotten about.
Where? The nearest trash can or recycle bin. Keep it close by!
When? Every day, all day!
Step Two: The Questions
Now ask yourself the questions that follow in order to sort your papers and files into the categories above.
Questions:
- Is this old, expired or outdated information?
- Do I need this paper or file?
- Is this paper or file useful to me?
- Could someone else benefit from this information?
- Can I get this information from my company website or other database?
- Can I replace this easily if I do part with it?
- Is there an action or 'to do' associated with this?
- Could I delegate this?
- Does this need to be sent to someone else?
- Can this information be entered into my email system under tasks, notes, calendar, or contacts?
Keep in mind that this process can be applied not only to paper, post-it notes, files, etc., but also to computer documents, emails and email attachments as well. You just have to have "homes" or files defined for all of your computer documents so that you will have a place to store the data in the computer. These files should mirror somewhat your paper reference files.
So get started today and categorize everything you can. Organizing is GREAT and you'll see when you finish that you've reduced clutter, identified what's useful to you and you're getting everything one step closer to DONE!
