|
|
|
+64 3 351 2140 What Treasures are Hidden in Your Office Drawers?
'Have you got some staples?' someone asks you, waving a dead stapler urgently.
You always have supplies of everything - your reputation as the company hoarder is well known - but just where is the $99 question.
You rummage in your top drawer, embarrassed that they see the pile of junk that has sneaked in. Dead bus tickets fly out and a tatty packet of chewing gum splits apart. Two pairs of broken sunglasses, three combs and a heap of other equally fascinating jumble tap dance under your fingers. At last, with a sigh of relief you find the box of staples you just KNEW were lurking in the depths.
This doesn't describe you? I bet it describes someone you know! Obvious as it seems, the way we set up our drawers can make a large difference to our productivity. Let's consider how to use your office drawers to increase effectiveness.
The most common configuration has now become one or two drawers and a file drawer and it works well. If you have the space, five pullouts and one file drawer is ideal. Less or no drawers can be compensated for by alternative mobile and auxiliary storage systems but for the rest of this discussion we'll assume you have at least the basic layout. (Some unfortunate souls have no drawers at all!).
Put your basic office tools such as paper clips, stapler, paper-punch, ruler, spare staples, rubber bands, eraser and pencil sharpener in the top drawer. Two reasons. They're less likely to walk(!) and having such items on top of your desk (as many do) crowds your working space and makes you feel cluttered. It takes a fraction of a second to open a drawer (if it's tidy) and reach for the equipment you need. The spin-off is a lovely feeling of space. I know - I used to have so much gear around the edges of my desk it left only a tiny area in which to work. I constantly wondered why my elbows were always knocking things off the desk! (And if your top drawer sounds like the treasure trove described earlier, de-clutter it. Most of that stuff can go in the rubbish, be taken home or recycled to the stationery cupboard).
Your current activity is probably lurking on top of your desk so you won't forget it. Problem is - the piles get bigger and bigger and you're liable to forget things anyway. There are a number of options - let's look at the two most common ones.
Option One is to house your current work in the hanging file drawer in your desk. If you name it 'Action - Current' it keeps the system alphabetical and easy to find for anyone else managing your work when you're on leave or sick. Position this file at the front of your file drawer or on the side closest to you, depending on the configuration of your drawer. If you have a number of long term items which don't need daily focus but you need to keep close at hand, make a second file called 'Action - Pending'.
Option Two caters to the visual folk, and there are many. They truly know that anything put away in a drawer, no matter how well labelled, will not see the light of day again - at least when they're looking for it. If this describes you, try using a step file. One of my clients has designed quite the best I've ever seen - you'll see their Quefile at http://www.gettingagrip.com/details/8/14/(This product flows out of our warehouse by the box load - it's FABULOUS!) The value is that it's out in view on the top of your desk or near your desk, it's easily seen and things placed there can be retrieved in a milli-second. Everything is at your fingertips and you've applied one of the key principles of paper management - storing things upright instead of flat.
The exception, obviously, is bulky projects that don't fit. You've got several options.
- Place them in their own named files in the file drawer or Quefile. (If they're bulky and not something you're working on constantly, they're better out of the Quefile and placed in either the file drawer or your regular filing cabinet.)
- Use an upright periodical box with the sides cut away so you can see the contents (readily available in all stationers).
- Place them on a nearby shelf, but NOT on your desk. It's visual graffiti and a distraction.
Now what's left?
Most of the rest of your 'stuff' can go in a suspension file called the '1/2 way to the Rubbish Bin' file (and I do tag it with that name!). The future contents of this file are probably sitting on your desk because 'you might need them still'. Benefits of pulling this 'almost clutter' together into one file? The paper is off your desk but still within easy reach. You haven't wasted time filing paper you're probably not going to need again (and about 85% of what we file is never looked at again). If you do need to check it, it's not far away. Occasionally you'll need something from the file. As you touch each piece of paper decide whether you still need it. Throw out anything no longer needed. You'll never have a very fat file.
Since I learnt this technique, many years ago now, I've never had an overflow. Think of it as weeding a garden - unwanted weeds settle into a garden just as easily as into our workspace. We have to be just as rigorous at weeding paper as we do plants, in order to keep order.
If you have more drawers they can be used for a week's supply of regularly used stationery, things like often-used computer discs and one drawer for personal things.
You've got an old 3-drawer desk and no suspension file? Either get a mobile one and place it under or beside your desk or use drawer two to store your current action and drawer three to hold your '1/2 way to the rubbish bin' material.
Don't use your desk file drawer for longer-term projects to which you're not constantly referring - they should be in your main filing cabinet (if your work justifies having another cabinet). Remember the basic rule - use the space closest to you for the things you constantly need.
And now - have fun clearing out those drawers. You'll feel great when you're done!
Robyn Pearce CSP (Certified Speaking Professional) is the Time Queen. She mastered her own time challenges and now helps people around the world overcome theirs. She can show you how to transform your time challenges into high productivity and the life balance you desire.
© All Rights Reserved to Robyn Pearce, GettingAGrip.com, PO Box 29 586, Fendalton, Christchurch 8540, New Zealand Ph. + 64 3 351 2140
GET these FREE GIFTS TODAY
Add your details below and you will receive your FREE Gifts (Valued at $227)
Client Testimonials
Catalyst For Efficiency ImprovementsIt was great to introduce our two job-share receptionists to Robyn’s Getting a Grip on The Paper War text. It became a catalyst for us to improve our administration proce..." Marie Collins, Business Manager, The NZ Institute of Plastic & Cosmetic Surgery
Enhanced Efficiency Thank you for all the tips and words of advice you and your team have sent through.I have been constantly reading it and it does wonders to my line of work and also being a wife and mot..." Anaseini Liku, Communication & Media Coordinator, Ministry of Education, Cook Islands
Clear Directions Enhance Use Of TimeI have just finished reading 'Getting a Grip on Time' and 'Getting a Grip on the Paper War'. Particularly your book on 'Time' got me back on track, and during the day I catc..." Ingrid Geerlings, Owner, www.houseofmilk.com
Leadership Book Helps To find the Real Me‘I’ve just been reading ‘Getting a grip on Leadership’. It is very good and has had an impact on me. I realised I’d lost my way a bit re who I am ..." Heather Millar, Manager, Professional Practice, Central North Island Kindergarten Association, New Zealand
Additional $120,000 Billed After Time Management CourseI have personally known Robyn Pearce for around 16 years. From time to time my firm has contracted Robyn on a project basis to work with our professional staff as well as partners in the fi..." John Hackett, Partner, A J Park, New Zealand
The Librarian Who Got Her Life Back!The kick-start that I needed was delivered by a velvet glove, but make no mistake the iron hand within the glove ensured that the message was received and understood. If you are going to spend some..." Heather Jenks, Associate University Librarian (Research and Learning Services), University of Canterbury
Increasing Personal Confidence And Job ManagementHaving worked already very successfully with our NZ Team, Robyn's support of the Australian Team over a 12-month period was fundamental to helping us cope with increased day to day workload - espec..." Julia Braun, General Manager - Marketing, Beiersdorf Australia
A Great Empathy And Affinity With PeopleI have used Robyn as an Executive Coach for key Senior Staff for a number of years now and couldn't recommend her more highly. I've found as people step up in the organisation they often struggle t..." Merilyn Havler, Then General Manager, Beiersdorf New Zealand
An Increase of 30% In Gross Turnover Due To Better SystemsWhen we reviewed the progress made as a result of your concepts, a staggering number of them had become an integral part of our day to day business, collectively making a huge difference to our eff..." Wayne & Lisa Hughes, Occupational Therapy Helping Children, NSW, Australia
Motivational And Thought Provoking SessionI'd like to highlight the benefits felt both by the staff members attending your sessions, and the motivational flow-on effects experienced throughout the Hotel.In the developmental sta..." Human Resources Manager, Wentworth Hotel (part of the Rydges chain)
Successful Paper Management SeminarThank you for your interesting and indeed challenging speech. I could see all the people who've been buried under mountains of paper looking hopeful! You were succinctly able to get your point acro..." Australian Institute of Credit Managers, Sydney Branch
Personalised Seminar For Long-term ResultsOn behalf of the team at Strategic Lifestyle Management and our client Lend Lease I would like to thank you for the 'Getting A Grip on Time' workshops. My client was looking for a high quality and ..." SLM Conference and Incentive Manager, for client Lend Lease
Excellent Skilful Presenter "Thank you for the practical and informative Time Management seminar you recently gave to our senior management team". You are an excellent presenter and facilitated this seminar with great skill. ..." HR Manager, ANA Hotel, Sydney
Improve Your Organisation And ProductivityThe response to the program was extremely positive, with an average rating of 4.4 out of 5. For some the workshop provided an opportunity to revisit the disciplines around time management, ..." Noel Cook, GM, Outdoor Network, Australia
Organisational Skills Improve To Lift ProductivityYour time management seminars are one of the best things we've ever done. Weeks later staff are still discussing the sessions and how their organisational skills have improved. Not only has it lift..." Centrelink, Dubbo, New South Wales
Productivity Increased 50%Now several months later and my productivity has increased between 30% and 50%. I'm seeing more and better clients, almost 90% proactive. I'm starting around 8am, leaving by 6pm and spend sleep hou..." Senior financial planner, IPAC, Australia
Timesaving Techniques LearnedA wonderful surprise to learn how much I had improved since the first programme with you nine months ago. Even so, this time I learnt a whole new layer of further useful timesaving techniques and d..." National Sales Manager, Personal Insurance, GIO Australia
Control Gained In Managing TimeFeedback from the staff was very positive... all felt they had gained a great deal of control and discipline in managing their time in an effective manner. MD, C.Y. O'Connor College of TAFE, Northam, WA
Immediate Action For ChangeA lot of great new ideas and some very good new tools that I shall start implementing immediately. Group Services Trainer, Adecco
Increased Efficiency Saves 20-25 Minutes A Day"Many practical hints which helped me reorganise my office, to operate efficiently." In subsequent conversation this same partner also said "I would estimate I save myself 20-25 minutes a day becau..." Senior Partner, Baldwin (Patent Attorneys)
Invaluable Resources In Time Management BooksI would like to take this opportunity to commend you on the flexibility of your approach, and enjoyable delivery style. Even considering the spectrum of experience amongst our participants you were..." Human Resources Manager, Professional Services Review, Canberra
Self Management Crucial In Time ManagementYou presented a most informative and challenging training session. Your ability to gain quick rapport with the participants, focus on the group's key issues, and address various ways of overcoming ..." Human Resources Manager, Independent Pricing & Regulatory Tribunal of NSW
'Time Management Guru'!Once again you combine an enthusiastic presentation style with useful tips and techniques. Succinct and fun programmes are so successful with people who believe they have heard it all before! Furth..." Manager - Training & Development, Real Estate Institute of NSW
Beneficial Time Management IdeasYour presentation was brilliant, and your thoughts on how to make time management beneficial to everyone's businesses were very much appreciated. Comment was made at our Board meeting on how succes..." Barbara McCarthy, President, Chatswood Chamber of Commerce, Sydney
Informative And Energising SpeechWe could not have chosen better. Your contribution was just what we wanted and needed, and I was thrilled at the response. The content of both your Keynote address and your Workshop was excellent. ..." Raewyn James, Tamaki Teachers' Conference
Positive Feedback For SpeechRobyn, you gave a fantastic speech, and I am still having positive feedback about your talk to this day! Sales and Marketing Co-ordinator, Swiss Grand Hotel, Bondi, and co-ordinator of Eastern Suburbs Women's Breakfast
Work Life Balance Put Into PracticeI know everyone who attended was fascinated by all your planning tips and I know many have put them into practice already. Your enthusiasm and dedication to the assistance of everyone getting more ..." Solo Home Business Network, Sydney
IT Company Gains Insight Into Effective Time ManagementWe were very impressed... everyone gained considerable insight to effective time management and personal planning techniques... applicable to many different businesses and situations. I have no hes..." MD, IT software company, Auckland
Professional Approach Reinforces Time Management PrinciplesFollowing a number of very positive reference checks we invited Robyn Pearce to speak as part of the 'Practice Support Staff' stream of our National Conference. She was a delight to deal with, and ..." Godfrey Pembroke National Conference, Hobart, Tasmania
Staff Queue For Time Management Tips!"Thank you! I'm sure you could tell from everyone's enthusiasm that they enjoyed your presentation - and from the way everyone queued to speak to you afterwards, they were very keen to learn more! Programme Director, Pioneer SWAP
Specific Personalised Advice Benefits GroupRobyn gave much more than the professional information imparted in this kind of session. She engaged directly with each of the participants' major concerns and provided helpful advice that was also..." Principal Heritage Officer, Heritage Council NSW
They're 'screaming for more'!Thanks for your wonderful presentation. I've had a lot of positive feedback from our staff, and they can be a tough audience. They're 'screaming for more'! GM's assistant, Austereo, Australia
L.J. Hooker Predicts Great Success In Using Their TimeYour down-to-earth common sense certainly hit home to a lot of people, and the feedback was very good. I would particularly like to thank you for the time you took in researching L.J. Hooke..." Lyn McDermott, Ass. Director, Marketing and Communication, L.J. Hooker Ltd
5 Stars For Time Management CourseRobyn, in light of this morning's session (and comments about short emails!) I could leave it there but I won't. I've "been around" long enough to be a bit ho-hum about "organise yourself" seminars..." Wilf Marley, Principal, Marley Loft Systems (Accountants)
Simple Practical Action Steps For Work Life BalanceWe've had great feedback since your last session with the NZ Institute of Chartered Accountants. Your pragmatism is so appealing. You gave us simple things to focus on that don't require a whole ne..." Denise Bovaird, Past President, New Zealand Institute of Chartered Accountants
Improved Focus And Concentration After Time Management CourseSince your time management course our managers have found that they can now focus better. Your tips on managing email, how to concentrate on the task at hand, and how to effectively plan first thin..." John Moore, Then-HR Manager, International Cricket Council, Dubai
Jam-packed Personalised Seminar Very EffectiveRobyn spoke to four of my Academy groups in the space of 11 days. I was really, really impressed, not only with her presentation style and the great interactivity, empathy and rapport that she gene..." Barrie Barrett, Chairman, Academy for Chief Executives, United Kingdom
"Awesome" Says Busy Law ClerkI just thought I'd spend a few minutes in the Proactive/Value-adding quadrant and let you know how informative and helpful your seminar for us law clerks here last week was. I particularly enjoyed ..." Law Clerk, Bell Gully, New Zealand
Excellent 'Management' Course, As Well As 'Time Management'I would like to extend a huge thank you for making your valuable time available to facilitate and present the "Getting A Grip on Time Management" Training Course to our advisers and administrators ..." David Greenslade, Managing Director, Strategi, New Zealand
We've Regained 30% Of The Time We Used to Lose!Since we worked with Robyn 5 months ago our team of 12 underwriters and support staff have improved our effectiveness significantly. Amongst other things we've regained about 30% of the time we use..." Paula Harris, Senior Underwriter, QBE Insurance, New Zealand
Fantastic Course - Team Feedback Extremely Positive!Thanks very much for the Time Management programme you have conducted over the last 6 weeks.The course was fantastic and I really appreciate how you accommodated our brief into your presentation an..." Gareth McCulloch, National Sales Manager, Southern Hospitality Limited
Follow Us on Twitter
Keep up with Robyn's quick time management tips by following @robynpearce.
Follow Us on Facebook
Where the Time Queen shares free time management strategies.