AboutJan Hayner Expertise I can answer any questions on Home organizing, file and paper management, organizing for parents, kids, senior citizens and on housekeeping and cleaning solutions.
Experience I have been a Professional Organizer for 9 years, I am considered an expert in my field on the internet and have written several informational books on organizing.
Organizations I am an active member of Faithful Organizers (An International Association of Christian based Professional Organizers, a past member of NAPO (the National Association of Professional Organizers)a member of an association called Women in Management, a member of Money Smart Wisconsin-Sheboygan and was a business owner for over 25 years.
Education/Credentials A high school graduated a the rest of my learning capablilities came from making a lot of mistakes in my lifetime and learning from all of them.
Question Hi, I just moved from a cramped office into a large one, and the custodians took all of my stuff and dumped it into heaps on the floor. My boss wants me to get my office organized ASAP. When I look at this, all I see is chaos. I don't know where to start. And, I don't know what to do with the stuff once I get to it. For example, I've got lots of shelving, and I know I could put binders on the shelves. Any tips or hints? Thank you for your time.
Answer Hi Wendy;
Get ready, here it comes!! By starting off in a new office, it will be easy to organize as you are putting 'stuff' away. Herre are your list of tips and hints, from a Professional Organizers point of view.
The desk is the 'heart' of the office; it is the place that keeps the business running, where decisions are made and the key place of conversation. By keeping your desktop organized and open, the workflows and accomplishments are made. When it is a disorganized workspace, the business itself can be disorganized, so it is critical that you keep your space organized and open for work to keep moving properly.
What should be on top of your Desk Top
Only essential work elements are placed here. Get rid of the clocks, pictures and fancy knic knacs, you can place those on a shelf on the wall, a bookcase or possibly and end table but NOT on the desk area. You are here to work and that is the purpose of the desk area. Having said that, these are your bare essentials for a good, clear organized work area;
A phone- but only if it is an integral part of your daily routine, otherwise keep it off to the
side area. With the Rolodex nearby.
Lighting-- a well lit, focused form of light.
Pen and Post-it-note—make notes of new information
Calendar or calendar organizer—to add new appointments/check on schedules
Vertical file holder or stacking file—to keep account and working-on files available
Business Card Holder with your cards
What files should be in your File Holder
Relevant files for the day-files you are working on for that day
To-Do file—will hold your post-it-notes for new items
Possibly Return Calls-schedule return calls for two times a day and make clients aware of
approximate time
Response File—Things that need more information, waiting for response or update
What should be in your Desk File Drawer
Letterhead Stationary
Forms
Envelopes
'Possibly' one extra ream of computer paper
Your company price lists or relevant information
Company Brochures
Where do I keep extra supplies in a small Office Area
This is where true organization comes into play. You want to have these things accessible and yet, keep them out of your general work area. If you do not have a closet in which you can install shelving, use the next best thing. This could be adding a two door-shelving unit or possibly a bookcase where you can install organizing Bins; using plastic organizers, baskets or canvas organizers.
How do I organize my Supplies
As with everything else in an organized office, you categorize them into storage compartments or areas. The important thing to remember is to always store 'like' items together. It is important to determine how often something is used as to where it will be stored. If you use a lot of manila folders, you will want to make sure they are in the office setting, however, if you only use them occasionally it may be advised to get them out of the office (move to other storage area), free up extra space, and just replenish a set amount on a weekly basis.
Your supplies should be in categories such as;
Office Supplies
Filing Materials
Reference Materials
Computer Supplies
What are some Organizing Supplies that I should make use of
A paper shredder/garbage can
Vertical File Holders/Paper filing Trays
Drawer divider trays
Business Card Holder-for your cards on your desk
Business Card Holder-for clients and suppliers
Rolodex
Shelf Dividers
File Boxes and Folders (accordion Style)
What Organizing Routine should I have
DECISION
Decide immediately what action should be given with any information/document/mail or phone call and then DO IT.
PURGE
Remove unneeded papers from files as you are going through a file. If a paper can be archived after an amount of time set up an archive file and make note on the new file what the date was it was archived, the amount of time it holds and where it is.
If it is no longer necessary-shred it.
RESTORE
Always restore everything to its proper place when you are finished taking action with it. This could mean restoring it to the filing cabinet, someone else's office for further work or an archive file. It could be 'restoring' a stapler to its proper place. Looking around the desktop for things wastes time and becomes frustrating.
SET YOUR DAY BEFORE YOU LEAVE THE OFFICE
How many times do you find that you are thinking about work, long after you get home? Did you do this, you can't forget to get 'this' finished tomorrow, where did I put 'this' paper etc. You don't relax, enjoy your time away from work (because you haven't really left) and your family (if you have one) doesn't get your full attention; this is cheating you and your family. You find that you are still mentally at the office and now it is time to go to bed, this is a key factor of burn-out for many people; "It seems like I am always working", is the line I hear very often. So at the end of the day, GET ORGANIZED!
20 Minute Organizing
• Update your calendar for tomorrow; appointments, follow-ups, phone calls etc.
• Make a list of work that will be DISBURSED to someone else for further processing
Ten-Minute Clean Up
• Put away (you should have done already) anything left on your desk area.
• Turn off the light and go home knowing you have everything under control
Try some of these things to rejuvenate your office or works station:
1. Tape silk flowers, golf tees, plastic fish, animals etc. to the tops of your pens.
2. Instead of using potpourri in your vases, pour in coffee beans, dried apples or apricots for a fresh aroma.
3. Use a cutlery tray inside of your desk drawer to keep track of pens, rulers, compass, tape etc.
4. Use colored baskets for storing needed supplies, and store them right on your bookshelves.
5. Magazine holders (colored to match the room) work great for keeping files neat on your desktop and take up a lot less space than trays.
6. Use magnetic pockets on your file cabinets for keeping supplies that are needed handy, such as paper clips, stapler, and tape etc.
7. For a unique 'pen' holder, try using a stylish toothbrush holder to match your office décor. There is only room for a specific number of pens, they are evenly spaced, easy to get at and always appealing.
8. Use colored file folders to represent different cases or things you need to do. Such as Red-work on immediately, Blue- waiting for more information, Green-need to have copies made etc. When work is completed, the manila folder can be filed in the filing cabinet.
9. Instead of keeping family photo's where a pedophile can see them, keep photos in an album where you can show them off to 'only' the people you trust. Also, write (in pencil) the approximate 'purge' date of the file.
10. Place a mirror on the wall, opposite of a window, and the reflection from the sun and light will help to brighten the room. This is especially helpful during the winter months.
Small things in the office can help to brighten your day and give you a completely new outlook by relieving stress and getting rid of that ho-hum day. An office can still look professional if you color co-ordinate its décor.
