Christopher Flett writes about the importance of business organization.
In the articles that I write over the next few months, I’m going to offer you a tool each month to consider, implement, and manage. I have chosen ‘tools’ that I think will add to your ability to develop business in a professional and intentional way. I started looking at the tools that I have received from others and will now share them with you in hopes that you will enjoy the same successes that I have. There are a ton of free resources available to us in Vancouver and what separates those who will succeed from those who don’t, is the decision to take action when tools are given to them. Here is this month’s offering.
One of the most critical parts of growing your business is organization. Papers, phone messages, PDAs, Blackberries, cell phones, faxes, multiple email accounts. How is one to manage all of this paper and non-paper with any sort of professionalism? The bigger your company grows, the bigger the issue of disorganization becomes. My friend and colleague, Linda Chu of Out of Chaos, has taught me a quick process to get things in order.
Now before I get into this, let me share with you that Linda spent the better part of her professional career before becoming a Professional Organizer in the Hotel business. She managed 400 guests leaving at the same time as 400 guests arriving. This woman knows how to manage vast amounts of information. Linda taught me a simple process that is referred to under the acronym of S.P.A.C.E.* It is a 5 step process for getting organization into your life and is especially important in organizing your desk (my Achilles’ heel). I’m going to share with you what Linda has taught me and try not to misrepresent her system.
1. Sort
Look at all the stuff on your desk and sort it into piles: I need this today. I’ll need this sometime this week. I’ll need this sometime this month/year. I don’t need this. For the stuff you need today, keep it on your desk. Put the things you need this week in a file container somewhere close. Items and paperwork you need this month/year can be archived in some type of filing cabinet or even in storage containers that don’t crowd your space. Anything you don’t need within the year, should either be archived off-site or more likely, put in the trash. Read below you pack rats!
2. Purge
For the garbage that is sitting on your desk (i.e. movie ticket stubs, pens that don’t work, mail that you’re not interested in, etc.), purge it! Get it off your desk and into the garbage. You are probably like me with piles of things to ‘go through.’ If you haven’t looked at it in 6 months and it isn’t tax-related (claim those deductions!!), send it to the trash!
3. Assign
Everything on your desk should have an assigned space. Files go somewhere, receipts go somewhere, envelopes, letterhead, etc. If something doesn’t have a home, it will sit on desktop purgatory and drive you nuts!
4. Contain
When you are assigning a place for everything, look at containers that you can use. Linda suggested magazine racks for the magazines I wanted to archive. She also showed me boxes where you can keep CDs, software, etc. These boxes look designer and contain things that would otherwise add to the clutter.
5. Evaluate
Linda taught me that every system has to evolve. When she helped me define my system, she reminded me that I have to consider how things are working. I need to evolve my systems to match my work requirements to keep things streamlined when my workflow has changed. The only thing consistent is change!
Now I mentioned free tools at the beginning of this article. Before I hired Linda to work with me, I subscribed to her FREE monthly newsletter! She sends out tips about clutter, productivity, how to organize your clothing for a trip, and other tips like that. For those interested in getting organized, sign up for her newsletter at www.outofchaos.ca it’s a great start for business professionals who might not be in the position to hire a Professional Organizer at this point.
Looking back, I realize that I used to spend about 10 minutes a day looking for different pieces of paper. That doesn’t seem like a big deal, but I was investing 50 minutes a week, over 3 ½ hours a month, or 42 hours a year looking for paper. Take it from me, the quicker you organize your space, the more efficient and profitable you’ll become. Instead of burning that time, now I’m billing that time and well…that’s delicious!
Take this tool and use it. It will change the way you build your business!
*The S.P.A.C.E. principle was originally developed by Julie Morgenstern in her book Organizing from the Inside Out.
