1. Classification System/filing system
Do you have a good filing system? Is it set up to assist you in working with daily business activities, for paper and /or electronic documents?
Organization of a filing system/ folders, either for paper or electronic documents, will no doubt relieve you of the constant burden of time and effort spent trying to find those documents.
Start the day with good workflow processes or simple habits, they will help you stay on track. Clear the way and simplify. Remove documents from the desk top, which are no longer needed for the business activities of that day, and file them immediately.
If the volume of paper documents is overwhelming, it may be time to convert to an automated system.
2. Email overflow
Working with distractions from incoming email can cause us to become overwhelmed with all that is on hand to do. First thing, read and decide what needs to be taken care of right away. Prioritize, answer important emails, store yesterday's emails with their attachments, and set aside time for work to be done associated with email or attachments. Flag it and review during the day. Delete unneeded. Close your email and start the day.
3. Projects
Prioritize and determine each phase of the project by steps and allocate time for work and/or discussions during the day, revise changes to the document, ensure that you have an audit trail and assess your progress.
Plan for tomorrow. Gather any documents from the desk top and file in a folder in your basket identified as important or select coloured folders, red for urgent, yellow for meeting etc. If working online, add to your electronic calendar as a task. Make notes on what is a priority for tomorrow and what needs to be done. Don’t rely on your memory.
4. Meetings
Start by planning the meeting at a time that works well for you according to your agenda and the tasks at hand for that day. Adjust your schedule, if necessary. Send an invitation and include time, place and agenda for same day meeting.
Allocate a time period for the last minute details or additional prep time early in the day. Close your email and concentrate. Review prior to meeting, make notes on any foreseen challenges and bring forth solutions.
Come prepared. Gather all related documents and place in a folder identified for that particular meeting. Open your email and find out if there are any changes, absences, or other important matter to be dealt with prior to the meeting. Be aware and prepared for any changes. Bring the agenda.
Pack the laptop if you need to refer to emails, their attachments, or other documents during the meeting. If you are leading the meeting or training others in the process, have a hard copy for each attendee or have them refer to the document online, if provided at the meeting. Have hard copies identified as a meeting copy and avoid confusion about any further revised editions for future meetings, if working with a draft copy. Stamp it and add today's date and ensure that a revision number is identified. If working with a final copy, which is the official record of that document, stamp COPY on the handout of that document or prefer to have it displayed online with proper permissions in place for the attendees.
5. Bringing forward at the end of the day
What needs to happen tomorrow? Take time out at the end of the day to go over any outstanding issues dealing with documents, email and their attachments, and projects.
Prepare a list of important tasks to do first thing in the morning. Simple reminders in your desk top calendar or your electronic calendar will help you plan for tomorrow. Don’t rely on your memory especially if you have a busy schedule. If the system is down, you can refer to important details written in your desk top calendar.
Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
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