Macny go in the office

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Macny go in the office

  1. 1. PO Box 622, Manlius, NY 13104  Phone: 315.682.6035 www.completelyorganized.com  Fax: 315.282.2800<br />Get Organized In The OfficeLisa DeVeau, CPO®<br />
  2. 2. Introduction to organizing<br /><ul><li>Organizing is a skill not a gift
  3. 3. Common misconceptions
  4. 4. A place for everything and everything in its place
  5. 5. Getting organized doesn’t have to be an overwhelming chore</li></li></ul><li>Mark Twain’s saying<br />“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.”<br />
  6. 6. Self Defeating Behaviors<br /><ul><li>Perfectionism
  7. 7. Overloading
  8. 8. Excessive Multi-tasking
  9. 9. Procrastination</li></ul> <br />
  10. 10. Procrastination<br /><ul><li> Types
  11. 11. False belief
  12. 12. Depression
  13. 13. Self control
  14. 14. Unclear expectations
  15. 15. Task related anxieties
  16. 16. Perfectionism
  17. 17. Happy helper
  18. 18. Traveler
  19. 19. Drifter
  20. 20. Fear</li></li></ul><li>What to do about it?<br /><ul><li>Self-talk
  21. 21. Timer
  22. 22. Recognize trouble areas
  23. 23. Rewards
  24. 24. Plan time to plan!
  25. 25. Use high energy for most undesirable tasks
  26. 26. Ask yourself two questions
  27. 27. Leverage your talents
  28. 28. Indentify your key constraints
  29. 29. Put pressure on yourself
  30. 30. Motivate yourself into action
  31. 31. Do the most difficult task first
  32. 32. Single handle every task</li></li></ul><li>Handling Incoming Items<br />
  33. 33. Five Categories<br /><ul><li>Paper
  34. 34. E-mail
  35. 35. Voicemail
  36. 36. Verbal requests
  37. 37. Things you think of that you want to do</li></li></ul><li>Five Decisions<br /><ul><li>Discard
  38. 38. Delegation
  39. 39. Act now!
  40. 40. Reference file or “home”
  41. 41. Act later</li></li></ul><li>Action Center<br /><ul><li>1-31 file folders
  42. 42. Jan – Dec file folders
  43. 43. Someday
  44. 44. Waiting on response
  45. 45. Action forms
  46. 46. Casual Read
  47. 47. Purchase/Errands</li></li></ul><li>Electronic Organizing <br />Adapted from The Hamster Revolution by Mike Song, Vicki Halsey and Tim Burress<br />
  48. 48. Email Efficiency<br /><ul><li>Reduce email volume
  49. 49. Improve email quality
  50. 50. File and find information fast with proper storage using the COTA method</li></li></ul><li><ul><li>Client/Customers
  51. 51. Outputs
  52. 52. Teams
  53. 53. Admin</li></ul>COTA Tool<br />
  54. 54. COTA: Electronic Filing<br />
  55. 55.
  56. 56.
  57. 57.
  58. 58.
  59. 59.
  60. 60.
  61. 61.
  62. 62.
  63. 63.
  64. 64. Time Management<br />
  65. 65. Project Management<br />
  66. 66. Project Plan<br />
  67. 67. ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  68. 68. Big Picture
  69. 69. Project Related</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  70. 70. What do you want to use the space for?
  71. 71. What collects there that you don’t want there?
  72. 72. Where else can you store things?
  73. 73. What works? What doesn’t work?</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  74. 74. Sort</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  75. 75. Sort
  76. 76. Left to right
  77. 77. Macro first
  78. 78. Micro second</li></li></ul><li>
  79. 79.
  80. 80. ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  81. 81. Sort
  82. 82. Containerize/Categorize
  83. 83. Measure the zone
  84. 84. Measure the space
  85. 85. Make a list</li></li></ul><li>
  86. 86. ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  87. 87. Sort
  88. 88. Containerize/Categorize
  89. 89. Apply Labels</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  90. 90. Sort
  91. 91. Containerize/Categorize
  92. 92. Apply Labels
  93. 93. Permanent labels
  94. 94. Label everything!</li></li></ul><li>
  95. 95.
  96. 96.
  97. 97. ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  98. 98. Sort
  99. 99. Containerize/Categorize
  100. 100. Apply Labels
  101. 101. Plan Maintenance</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  102. 102. Sort
  103. 103. Containerize/Categorize
  104. 104. Apply Labels
  105. 105. Plan Maintenance
  106. 106. Create plans that help you maintain what you have established</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  107. 107. Sort
  108. 108. Containerize/Categorize
  109. 109. Apply Labels
  110. 110. Plan Maintenance
  111. 111. Evolve/Educate</li></li></ul><li>ESCAPE your disorganization<br /><ul><li>Evaluate/Analyze
  112. 112. Sort
  113. 113. Containerize/Categorize
  114. 114. Apply Labels
  115. 115. Plan Maintenance
  116. 116. Evolve/Educate
  117. 117. Change is inevitable!</li></li></ul><li>Productivity Tools<br /><ul><li>Logmein.com
  118. 118. Password Safe (www.counterpane.com)
  119. 119. E-wallet (www.iliumsoft.com)
  120. 120. Office OneNote
  121. 121. Mind Manager (www.mindjet.com)
  122. 122. The Paper tiger (www.thepapertiger.com)
  123. 123. Jott.com
  124. 124. Free Mind mapping Software (www.freemind.sourceforge.net)</li></li></ul><li>Find us online at: www.completelyorganized.com<br />Recommend usLisaDeVeau<br />Follow us@LisaDeVeau<br />Like usCompletely Organized, Inc<br />Read ushttp://completelyorganized.wordpress.com<br />Shop ushttp://astore.amazon.com/organizecny-20 <br />

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