Three Effortless Ways To Win The Paperwork Battle! ©
by Ernest F.
Oriente, The Coach
Buried under mountains of
paperwork from your company? Do the
projects seem to never end? Imagine how
good you would feel if every day you could start with a clean and organized
desk? Well dream no further! By following the three powerful tips listed
below, your dreams will become reality!
Setting up your
system:
Start by ordering two 8 ½ x 11 “flat desk files”. A flat desk file looks like an accordion file, except it lays
flat on your desk and can be easily carried with you. One desk file should be tabbed A-Z, the second one should be
tabbed 1-31. The A-Z desk file is
perfect for holding the resumes of potential new hires, sorted by last
name. This A-Z desk file is also great
for keeping employee or client “working” files, at your fingertips. The 1-31 desk file is ideal for organizing
upcoming meetings or projects, by appropriate dates. Also, this tool is perfect for managing any projects you have delegated
to be done by others. For instance, if
you have a big project due on the 18th and have assigned others to
complete certain portions of the project by the 12th, then file your
notes to the 12th and confirm on the 12th the work has been done. Then, re-file this project for completion on
the 16th so you can do any
last minute changes, before the 18th.
Tip
From The Coach: Remember, any organization system is only as good as you make
it. It generally takes 21 days to
incorporate a new idea into your current system. Stick with it…having a system for your paperwork is a real joy!
Using the four
D’s: The four D’s are DO IT, DELEGATE IT, DECIDE
or DUMP IT. These are your only four
choices when handling any kind of paperwork.
“Do It’ means exactly that…do it now and do not handle any piece of
paperwork a second time. This means,
read the information you’ve been sent and act on it. “Delegate It” requires you to ask the question…“who can help me
complete this project or task so I can stay focused on my responsibilities?” Once you have delegated a project to someone
else, then use your desk file (1-31) to store your notes until the project is
completed. “Decide” means the paperwork
you have been sent will require your quiet and uninterrupted attention, like
monthly financial reports or annual employee reviews. Put this type of work into a separate folder labeled “To Decide”
and find a few quiet minutes early the next morning before your work day
begins, and complete this project or task.
“Dump it” means exactly that…dump as much as possible in the trash can,
the first time you handle any paperwork.
It’s that simple.
Tip
From The Coach: In addition to the four D’s,
schedule an appointment with yourself twice a year when business is the
slowest, to review all the paperwork you have filed in your office. Take the time to “dump” everything you no
longer need. Each time you do this, it
will further clarify for you which paperwork is important to your company to
save and which paperwork can be easily discarded.
Scheduling your
day: Schedule your day using some form of
computer software/paper calendar or appointment book. Try to schedule important meetings early in the week so others
can work on the assignments you have given them. Try and schedule all interviews early in the morning when you are
the most rested and the least likely to be interrupted. By having a busy morning, you then have the
freedom to plan the rest of your day more loosely. Use your calendar or appointment book to schedule both
professional and personal activities as it is helpful to have everything in one
place. Lastly, schedule an appointment
with yourself for any projects you are working on. This is a simple way to manage your workload and a powerful way
to have your “to do” list LIVE in your week’s calendar.
Tip
From The Coach: Now, once you have followed the
tips above, schedule the things most important to you. Start by planning the time you are going to
spend with your family, the time you are going to spend with those you love,
and yes—time for yourself to relax and enjoy your life. Please know that having a rich and rewarding
life starts with simplicity.
