6 Tips for a More Productive Office
Maintaining an efficient office is essential in today’s busy world, and it’s all about using the right systems and tools. Start by organizing your digital files with the same consistency you’d apply to a paper filing system—this prevents those “lost file” panics. Then, streamline your scheduling with a web-based calendar to integrate all your responsibilities in one place, and use paper shredders and daily alarms to keep things neat and productive. Finally, separate work and personal emails and eliminate digital distractions by closing unnecessary windows, allowing for more focused, productive work sessions.
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In today's busy world, it is more important than ever to maintain an efficient office. We're pulled in so many different directions, between our families, social lives, technology, and of course our businesses.
As entrepreneurs, it's up to us to keep it all going at once, running like a well-oiled machine. So let's look at 6 must have tips for a more productive office.
Wait, what? More productive office? More tools? What more could you possibly need, right? You've got a laptop, a desktop, printer, fax line, land-line phone, smartphone, tablet, and the digital picture frame with family photos on a constant loop to remind you why you're working so hard.
But there are tips and tools available that will help you to become more productive. Here's the first example: The deadline is looming and you can not find that freaking file. You know you saved it to your desktop... didn't you? Is it stored in Documents? My Recent Documents? My Downloads? By name? Or did you do something so clever you've forgotten what it is and now that file is hopelessly lost?
How do you avoid this? By remembering a simple fact about filing: Paper filing worked because there were consistent systems. Alphabetical order. Numerical order. Project type. And the only search engines were people.
Your desktop file storage should be organized like your paper filing system. Don't get too creative. For client matters, set up a file for each client. For project matters, one for each project. For invoices and bills, a simple accounting file will do. Label each file clearly so that someone else can find what you're looking for if you're not there to find it yourself.
Tip # 2: Use a web-based calendar. If you've got school-age kids, a spouse, run your business, and volunteer in your community, spend time to integrate all of the school/church/temple/soccer team calendars into one. You'll have all of your activities in one place and you'll be able to access the information anywhere you have an internet connection.
Related to this: Use desktop "stickies" (electronic and paper) for those things you need to do today. When you take a coffee break (you do take breaks, right?), make the calls to set doctor appointments, parent-teacher meetings and the like. And then delete or throw the stickies away. No, really. Throw them away.
Tip # 3: A paper shredder. On or next to your desk. When your mail comes in, take a moment to look at it, to focus. Is it junk? Shred it immediately. Is it something that you tell yourself you'll "read later," but you know you really won't? Shred it immediately. Whenever possible, don't touch any sheet of paper more than once!
Never underestimate the power of a neat office. Keeping paper off your desk and avoiding piles like the plague will keep you from getting buried in worry about what's not getting done. Clear the clutter and clear your mind.
Tip # 4: Set an alarm for the afternoon. My smartphone sounds an alarm every day at a particular time. I call it "inventory." As in, every day at 3:45 I take "inventory" of my day, what I've accomplished, what I've forgotten, and what I must refocus on that needs to get done by close of business.
Tip # 5: Shut it. One of the most effective tools for a productive office is one not many of us really want to use. It's actually an anti-technology tool: The "Close Window" button. Close your Facebook window, your IM window, the AOL and Yahoo and Gmail Windows. Leave them closed. For an hour. Or two. I know, what if you miss something? You won't. Besides, your kids will text you if they need anything.
Tip # 6: Use dedicated email addresses. One for business. One for strictly personal and private (i.e., friends, family). One for shopping and general information. Don't let your emails co-mingle! Nothing good ever comes from that. You might think having them all in one place is more efficient, but it can be quite the opposite. No matter how urgently you need to respond to a vendor, you're sure to get distracted and annoyed by your sister's rant about how your brother's wife never RSVPs for family gatherings. Even if you don't open it, the subject line alone can put you in a mood. Separate is better.
Got it? Good. Now get back to work.