Our busy world involves endless emails, phone calls, and paperless files. With so much going on at our desks, it’s easy to understand why so many find it hard to stay motivated. The problem that we all seem to face is how do you get more done in less time?
Will power alone is not enough. Many organize their office only to find it cluttered and unproductive a month later. It’s like a failed diet, you had will power to begin with, but in time you went back to your bad eating habits.
Tip: Organization Is the Key
When you’re looking for lost files and phone numbers, your work and creativity suffers. That time could be spent elsewhere on more productive work or on anything you would rather be doing.
Get busy organizing your emails by only answering them at specified times of the day. Resist the temptation to just “take a peek” as it will only take a minute. Trust me when I say, “It won’t.” It will end up taking 15 minutes at least.
Answer and return phone calls twice a day. Once people know you’re routine, they will only call at that time or will leave a message for you to call them. There is only one time when you will need to break that rule and that is when you are an office manager. Your staff will need questions answered quickly to stay productive themselves.
Tip: Endless Paperless Paperwork
In today’s world, we are not only talking about endless papers on your desk. You might have countless files on your computer desktop that are begging for your attention. Keep them at bay by organizing them in files. If you have clients who you deal with daily, create a client file on your desktop and create a file for each client. Inside that file, you can create as many folders as you need to keep organized.
If you are a real estate agent, and have listings for example, you can create a folder named listings. Create folders for each of your listings and place it in this folder. Dropbox is a great way to organize your desktop clutter if you like no folders on your desktop.
Tip: Is It Time to Outsource?
Know when to give up. If your office life is out of control and you need a break, look into outsourcing to a virtual assistant. With Agent|Leverage, there is no need to train us, as we are already skilled in much of the work that needs to be done in the office.
My last bit of advice is to stay disciplined. You’ve created an organized work environment, you’ve managed your email and kept your phone calls to a minimum. Now, it’s time to stick to your plan. It’s working, so there’s no need to fix it.
If you’re looking for someone to create and or manage your business systems, contact me. I’d love to discuss how I can help your business.