People have always said they don’t know how I can get so much done, in such a short space of time. I guess over the years of being a Team Secretary looking after a team of 12 Actuaries to being a Medical PA for one of the top Neurologists in the UK, I had to organise myself to be able to confidently organise others.
Although I have learnt so much, here are some simple techniques you can use too, to get organised and become more productive.
The first thing I recommend you do is to take a look at your desk. Is everything there mandatory in your day-to-day dealings with your clients, and yes, I am talking about that takeaway coffee cup too.
On my desk I have:
- 2x monitors
- Wireless Mouse
- Wireless Keyboard
- Pen Pot
- Filing Tray
Sounds very minimal, that’s because for me a cluttered desk = a cluttered mind!
I understand that we are very much trying to save the environment and printing is a big no, so where you can, please do electronically store your documents. If however, you do have to print or receive hard copy documents, grab yourself some trays which you can stack and file away documents in this order IN | PENDING | OUT
- IN – Things that have just come in
- PENDING – Things that you are working on and/or require further action from you/somebody in your team
- OUT – This means completed. Once complete you can set aside time daily/weekly to completely file this away in client files, or any other filing system that you may have
It is worth noting that if you no longer need the document(s) and it does not need to be filed, place it in the shredder. Alternatively, if the paperwork does not contain any sensitive information, use it as scrap paper instead of purchasing new notepads or post-it notes.
Ring binders will be helpful for your various client work, utilities, insurance info etc.
Try to limit the number of personal items you have in your desk area, that includes your mobile phone as they can cause distractions. You could put up some shelving to showcase any family photos, awards, quotes etc. Alternatively, how about a cute noticeboard that you can pin important reminders too.
Give everything a home
Place all your everyday items within easy reach, anything that is not required on a daily basis, place in a drawer close by but still within easy reach just in case you need to access quickly.
Keep it simple
Working from home has become our ‘new normal’ and sometime soon we may well head back into the office/co-working spaces but until then, let’s keep it simple. You don’t need to break the bank and splash out on lots of new things for your home office, keep it simple and house what you need. The only two items that must be reviewed is your chair and your screen. Ensure your screen is at a good level to avoid any neck and shoulder pain. Also, your chair should give you good support, I learned the hard way by investing in a chair that was more aesthetically pleasing to the eye. I now have a chair that gives you an active seating position and improves your posture.
You have to be focused on the space that you have. At a glance, I can see everything that I need. I don’t want to be a detective looking for a client document buried underneath thousands of receipts, that has been on my to-do list for forever and a day. The thought of it gives me anxiety and I hate the feeling of stress for no reason.
Start your working day with ease and by reading this far, I know you have already been thinking about how you can improve your home office space. You are already on your way towards a more productive workspace.
If you are still stuck or don’t fancy decluttering your space yourself then reach out. Organising is my thing and would love nothing more than to help you to do just that. Alternatively, if you are wanting to outsource something more, let’s get connected here.