Smooth Office

Discussions : Tips and tricks : Smooth Office

Kelly wrote:

10 Steps to Creating a Smooth Office

Conduct a Self Assessment of Your Own Goals & Abilities

• Understand your own Strengths, Weaknesses, Opportunities and Threats

• Understand what hours and life style you would like to create

• Understand your personal energy cycle-e.g. Prime time for concentration

Conduct an Assessment of your current office situation

• Make a list of what you do now why you do it and how long does it take you

• Draw up your tasks by daily, weekly, monthly, yearly - give a rating A,B,C

Design a Office System that suits YOU

• Get a new management diary - one that works for YOU e.g. clip pages

• Develop Home Office rules and regulations e.g. Do Not Disturb sign

• Change boring jobs into enjoyable tasks e.g. put on some mood music

• Develop emergency plans - develop a mobile office e.g. spare briefcase

Keep Your Office Simple

• Clear out the clutter!

• Rearrange your office - everything in reach, plenty of shelving

• Get the right tools for the office - white board, new files, mail trays

• Create a pleasant office environment - look at the color, mood etc.

In and Out Office flow

• Design your office in a circular work flow from door to desk

• Develop multi level trays for INWARDS mail, holding files, must read etc.

• Develop multi level trays for OUTWARDS mail/faxes, filing etc.

Self Management

• Get rid of bad habits - YOU must decide to change them

• Be organized - develop systems that work for YOU

• Use YOUR time in the most cost effective and efficient way

Time Management

• Don't procrastinate - attack the worst or hardest jobs first

• Control your phone calls, visitors, your appointments

• Learn to use your Fax or Email so it saves you time and money

• Schedule your time - make an appointment with yourself

Managing Information

• Control the flow of information e.g. Cancel unnecessary mail

• Bin all the junk mail immediately; don't hoard it for later

• Don't try and read everything - learn how to file it

• Try to handle the one piece of paper - only once

Managing YOUR filing system

• Create your own business reference library e.g. cut out the articles

• Use the file shape and type that suits e.g. arch files, box files etc.

• Keep all your financial records separate and store annually

Pulling it all together

• YOU must make yourself stick to your plans and system - self discipline!

• Monitor your new methods & habits - keep, change or discontinue them

• Listen to Time Management Audiotapes while driving in the car

• Continual improvement for the running of a 'stress free' smooth office.

 Hope someone finds this helpful!

Advertising		Quick links				Other resources
Companies / Corporate Consultants		Home Company Directory Articles		FAQ Find a consultant Discussions		Contact us Privacy statement

Copyright © 2010 Strategic Information Services Pty Ltd