Personal Productivity Coaching (Step #4)
Besides the noble art of getting things done,
there is the noble art of leaving things undone.
- Ancient Chinese Proverb
How do you make work easier?
4) Install systems
Do you have systems set up for managing information, projects, priorities, commitments, paper, voicemail, meetings, and email?
Your productivity can double or triple depending on how well organized you are. Organization, by the way, is not about neatness. Many people's offices and files appear to be neat, but they are not well organized. You are organized if you or others in your office can quickly find needed information in your office or computer.
Many people experience workplace stress and overwhelm simply because they rely on their memory for storing information about how to accomplish repetitive tasks. Does this sound familiar? If so, this is a waste of creative energy that is better spent on executing your work.
With a good workflow system, you'll plan and execute work more effectively. And, you'll be amazed at how much more easily and quickly you can get things done.
The personal productivity and workflow system in your office must include these basic elements:
1) Email filing system for easily managing information and next actions; awareness of shortcuts you can use with email.
2) Project / Next Action Lists: a system for quickly capturing every next action you need to take, and easy retrieval of this information.
3) Calendar system: a way to quickly schedule meetings, project timelines, and commitments.
4) Paper filing system: a system for managing the paper for easy filing and quick retrieval.
Tip:
A simple system for managing PAPER files:
Keep your filing system simple. At a minimum, you should have the following paper filing systems in place:
1) ACTION Files - These are the files you keep in a separate drawer of your desk within arm's reach. These files contain your work-in-progress, so you'll be accessing these files daily. Label 10 action files: Agendas; Errands; Calls; Home; Checklists; Read; Computer; Waiting; Desk; Someday/Maybe
2) PROJECT Files - Contain project plans, objectives & goals, and reference information related to a project. Keep these files separate from your Action Files, but close to your desk.
3) PERSONAL Files - Contain personal information: your employee benefit program info, job description, performance reviews or objectives, etc.
4) REFERENCE Files - Information kept for reference later. Keep Reference files in a separate location from Action and Project files. In general, use one system of organizing files alphabetically (by company, person, project name), within broad subject categories.
Optional files include: 5) TICKLER Files and 6) TRAVEL File.
(see a picture image of The 6 Types of Paper Files)
A Productivity Coach works with you, in your office, to install your personal workflow systems (email, task & project lists, paper files, calendar systems.
