macny go in the office
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Get Organized In The Office
Lisa DeVeau, CPO®
PO Box 622, Manlius, NY 13104 Phone: 315.682.6035 www.completelyorganized.com
Fax: 315.282.2800
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Introduction to organizing
Organizing is a skill not a gift
Common misconceptions
A place for everything and everything in its place
Getting organized doesn’t have to be an overwhelming chore
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Mark Twain’s saying
“The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.”
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Self Defeating Behaviors
Perfectionism
Overloading
Excessive Multi-tasking
Procrastination
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Procrastination
Types• False belief • Depression• Self control• Unclear expectations• Task related anxieties• Perfectionism• Happy helper• Traveler• Drifter• Fear
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What to do about it? Self-talk Timer Recognize trouble areas Rewards Plan time to plan! Use high energy for most undesirable tasks Ask yourself two questions Leverage your talents Indentify your key constraints Put pressure on yourself Motivate yourself into action Do the most difficult task first Single handle every task
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Handling Incoming Items
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Five Categories
Paper E-mail Voicemail Verbal requests Things you think of that you want to do
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Five Decisions
Discard Delegation Act now! Reference file or “home” Act later
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Action Center
1-31 file folders Jan – Dec file folders Someday Waiting on response Action forms Casual Read Purchase/Errands
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Electronic Organizing
Adapted from The Hamster Revolution by Mike Song, Vicki Halsey and Tim Burress
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Email Efficiency
Reduce email volume
Improve email quality
File and find information fast with proper storage using the COTA method
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Client/Customers
Outputs
Teams
Admin
COTA Tool
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COTA: Electronic Filing
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Time Management
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Project Management
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Project Plan
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ESCAPE your disorganization
Evaluate/Analyze
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ESCAPE your disorganization
Big Picture
Project Related
Evaluate/Analyze
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ESCAPE your disorganization
What do you want to use the space for?
What collects there that you don’t want there?
Where else can you store things?
What works? What doesn’t work?
Evaluate/Analyze
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ESCAPE your disorganization
Evaluate/Analyze
Sort
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ESCAPE your disorganization
Evaluate/Analyze
Sort
Left to right
Macro first
Micro second
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ESCAPE your disorganization
Measure the zone
Measure the space
Make a list
Evaluate/Analyze
Sort
Containerize/Categorize
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ESCAPE your disorganization
Apply Labels
Evaluate/Analyze
Sort
Containerize/Categorize
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ESCAPE your disorganization
Apply Labels
Permanent labels
Label everything!
Evaluate/Analyze
Sort
Containerize/Categorize
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ESCAPE your disorganization
Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
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ESCAPE your disorganization
Create plans that help you maintain what you have established
Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
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ESCAPE your disorganization
Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
Evolve/Educate
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ESCAPE your disorganization Evaluate/Analyze
Sort
Containerize/Categorize
Apply Labels
Plan Maintenance
Evolve/Educate
Change is inevitable!
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Productivity ToolsLogmein.comPassword Safe (www.counterpane.com)E-wallet (www.iliumsoft.com)Office OneNoteMind Manager (www.mindjet.com)The Paper tiger (www.thepapertiger.com)Jott.comFree Mind mapping Software (
www.freemind.sourceforge.net)
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