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Archive for Office Organizing

Organize your desk to make the impression you are a leader

Do you want your desk to say you are a leader, hard worker, creative? Could your desk say that you are messy, boring, behind the times? Let your workspace be your business card.  You may have a physical office or a portable office, organize it to suit your needs so you can work efficiently, show your clients that you are knowledgeable and a leader in your field.

This mobile work station can help to keep your work organized

Technology

Use technology that helps you accomplish your business.  Having state of the art technology that you don’t understand and can’t use competently  or having outdated technology will give  your clients the wrong  impression .  Purchase the technology that is right for you and  your budget. Don’t fall into the trap of buying technology that is more powerful than you need to make a “good” impression. Clients may feel like your  are showing off. Show your clients that you are knowledgeable, prepared appropriately and ready to lead them through the task at hand.

Desk Photo /  Screen Saver

Use a photo that lets your clients learn something new about you. Make yourself memorable to your clients. Make sure it is in good taste, you want to make a professional impression on your potential clients.  Be authentic not boring. An interesting screen saver on your laptop will have the same effect.   

Business Cards

Have them close at hand so you can give them out at the appropriate time.  You don’t want people to take them because they feel obligated, you want them to have them because they are interested in you.  Make sure your business card is professionally designed.  If you want to show you are a leader don’t use the free sites.  Make sure they are readable, scanable, classic and interesting.   Good supplies show that you value quality and  do quality work.

Piles on Your Desk / Piles of Paper in your Bag

This relates to your organizing style.  Too many piles gives the impression you are behind in your work and may not able to help your clients in a timely manner.  The perfect office will make some clients feel uncomfortable because they will feel like they are not good enough to work with you.  Determine how you function best, piles, filing cabinets, trays, desktoppers.  Remember to keep loose papers neatly piled or stored in the way that works best for you. Lead by example, if you are prepared to work then others follow your work ethic making it easier to accomplish the job on time.

Lighting

When you enter your office is it dark and stark or bright and light? What does that say about you?  I don’t care, I don’t notice details or  I am open and I want you to be comfortable.  Adding lighting to your office can make the space more inviting, interesting and make it easier for clients to read information.  If you are dealing with an older population eyesight can be declining. Good lighting makes it easier for them to engage with the information.  The more ways you show your clients you understand their needs the more likely they are to trust that you are an expert.

Books

Keep up with popular books in your industry, even if you don’t find them interesting.   Your clients may ask you about them.  You want to be able to make a  comment that helps them to understand the value in the book or article. You can also display a few books to show your clients that you have diverse interests in intriguing  topics.  It shows them that you like to expand your knowledge.  Leaders develop many skills not just the ones directly related to their business. Skills and knowledge learned from others make you a better leader.

Pictures on the Wall

Displaying your certification and education reassures clients of your expertise.  But a wall full of outdated certificates may not give the best impression.  Have a couple that show your current accomplishments. You want your clients to know you value education and keeping current is important.

Try to Avoid

  1. Leaving your unfinished lunch on display
  2. Having your desk cluttered with staplers, pens, tape dispenser, post it notes, etc.  Keep them in your desk drawer or in a box.  Have your desk say that your a leader and expert.
  3. Silly objects, you are trying to show your clients that you are a leader not the funny one.

Join my Facebook group Organizing Mind and Space   or follow me on Twitter @julieorganizer

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

 

 

 

Use colour coding to organize your office space

Visual people find organizing to be more effective using different colours to represent different categories.  Other people find having too many colours to be visual clutter and distracting.  Colour can be used to motivate, grab your attention or calm your work space. My guest blogger Jessica Pyykkonen from Quill.com explains how to use colour to organize your workspace with this  infographic.

Color code your way to an organized workspace with office productsInfographic by Quill

Color code your way to an organized workspace with office productsWhen the workspace becomes chaotic, color may offer a solution. Adapting a color-coded system will organize your office and make it easier to track and access information. Read about the psychological properties of colors, plus strategies to organize by color.
Color code your way to an organized workspace with office products
  1. Psychological properties of colors

    Before applying a color-coded system to the office, learn the meaning behind popular colors to help dictate which hues to use and when.

    • Red: Associated with energy and power, red is an intense color. Since it quickly grabs the eye, use it to alert coworkers of something urgent.
    • Orange: Less aggressive than red, orange is still an eye-catching, dominating color. A hue closer to the shade of gold can mean luxury, wisdom, or wealth. Use it to label new or long-term projects that focus on the future or improving your business.
    • Yellow: Also a great attention grabber, yellow signifies happiness, hope, and positivity and is commonly used for important items that cannot be ignored. Use for production tasks or to communicate new ideas.
    • Green: A symbol of growth and fertility, green symbolizes stability and healing power. Use it for financial tasks and environmental initiatives.
    • Blue: As a calming color, blue represents loyalty, intelligence, and focus. It’s also a trusting color. Use it for brainstorming, presenting, and networking.
    • Purple: A combination of blue and red, purple is a creative color that symbolizes royalty and luxury. It’s great for creative tasks.
    • Pink: A playful color, pink is full of compassion. It’s a loving, intimate, and feminine color. Save it for personal labels and special occasions.
    • White: Associated with purity, white signifies success and perfection. Use it to signify simplicity and cleanliness.
    • Black: A formal color, black can be prestigious or authoritative. Use it to make other colors stand out and for formal events.
  2. Organizing files by color

    When it’s necessary to save every piece of paper that touches your desk, it can be easy to misplace important information in a pile of white. To file papers you may need to reference later, create a color-coded system with folders.

    Divide documents into categories—invoices, tax documents, office guidelines, etc.—and choose a color to represent each category. Use folders or tabs in each designated color to organize the categories. For file cabinets, choose an assortment of colored hanging folders, which are sturdy enough to hold most documents.

    When passing documents between teams, it’s a good idea to assign colors to departments or tasks. Colored file folders help distinguish which documents need to head to the HR department or be reviewed by the financial team. If using plain manila folders, stick colored labels or tabs on each folder.

    Multiple projects can be assigned a color and organized in three-ring binders. Maintain the color-coded system inside the binder to separate budget and creative documents.

    If it’s time to archive documents, use storage bins in the color-coded system to quickly identify what is inside.

  3. Color code your calendar

    A calendar filled with back-to-back meetings can be overwhelming and ineffective. Ease the stress by assigning colors to events—both work and personal—to get a better understanding of your day-to-day activities. Visualizing the events can help control how much time you allocate to each activity or project.

    To categorize meetings, choose colors based on their psychological properties. Most calendar apps allow users to assign colors, but if you prefer traditional day planners, use sticky notes or colored pencils to categorize.

    • Red: Wednesday 11 a.m.—”Final Spreadsheet due”
    • Blue: Tuesday 3 p.m. — “Brainstorm Session w/ PR”
    • Green: Thursday 10 a.m. — “Budget Meeting”
    • Yellow: Tuesday 9 a.m. — “Credit Card Bill Due”Wednesday 1 p.m. — “Order File Folders”
    • Purple: Monday 2 p.m. — “Present Sales Pitch”Thursday 1 p.m. — “Review Mock-Ups”
    • Pink: Friday 5 p.m. — “Happy Hour”
  4. Take notes in color

    Writing notes on paper is a great concept—until those notes get lost among other notes and are never read again. Take the color-coded calendar a step further by using the same colored pen to take notes. Color coding can also stimulate different parts of your brain and allow you to see connections previously overlooked.

    In a budget meeting? Use a green pen to jot down notes. If a creative idea comes to mind that you don’t want to forget to bring up during a weekly brainstorm, use purple. When you flip back through your note pages, the system will allow you to quickly find what you’re looking for. But avoid too much color—if everything is highlighted, it’s difficult to tell what takes priority.

  5. Color code your inbox

    If hundreds of unread emails leave you overwhelmed, assign colors to senders or subjects to quickly identify what needs attention. Many email systems have settings to adjust how emails are displayed in your inbox. Assign automatic colors to specific people, such as your manager, so those emails will stand out.

    Messages can also be coded by subject line. If you’re working on a specific project, assigning that project name a color will separate it from everyday emails.

Conclusion

Color coding is meant to make your work life easier. Assign colors before you start a new project and limit the amount to avoid confusion. You shouldn’t have to spend time deciphering your color code!

How do you use colour coding to keep yourself organized?

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

How to organize your time to do more

At -A glace contacted me with this infographic. It clearly outlines a few  things to do use your time wisely to help you reach your goals.

Thanks to Jesus a Content Marketing Manager for At-A-Glance , a company that helps individuals and businesses with planning, organizing and learning for this information.

How to Do More with Less Time : AT-A-GLANCE

I also find productivity increases when the number distractions decrease.  No emails, no social media, no texting, no phone calls, simply no multitasking. Set aside a specific amount of time and work only on one project until it is done or the time is up. It is amazing how much you can get done when your focus is on one task at a time.

Share what you do to make yourself more productive. 

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

5 Spring cleaning and organizing tips for your home office

Spring cleaning your home office can lead you in many directions.  Perhaps:

  • your inbox is inundated,
  • your files are filled or
  • your time management is missing.

You need to start somewhere so let’s start with the S.P.A.C.E. that houses your office.

Look around your office and start:

1. Sorting the items that are visible into groups of papers, books, office supplies, client files, product, advertising materials etc.

Start with the visible clutter first.

2. Pair down each pile to the items that are current and recycle or shred the rest.

3. Assign a convenient place to store your resources.  If you use them often keep them near your desk, if they are used infrequently store them further way but still in your office.  If they are never referred to but needed for tax or legal purposes they can be stored in another room.

4. Take each of those piles and select the best Container for keeping the items organized, binders, magazine holder, bins, boxes etc.

 

Organize with binders

Organize with bins

Organizing for the person who likes to see everything, the visual person

 

 

5. Evaluate your new S.P.A.C.E.to make sure it will help you be more efficient, productive and profitable this year.

 

 

Share one of your office organizing tips in the comment box.

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

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