by Ernest F. Oriente, The Coach
Buried under mountains of paperwork from your company? Do the projects seem
to never end? Imagine how good you would feel if every day you could start
with a clean and organized desk? Well dream no further! By following the
three powerful tips listed below, your dreams will become reality!
Setting up your system: Start by ordering two
8 ½ x 11 "flat desk files". A flat desk file looks like an accordion file,
except it lays flat on your desk and can be easily carried with you. One
desk file should be tabbed A-Z, the second one should be tabbed 1-31.
The A-Z desk file is perfect for holding the resumes of potential new hires,
sorted by last name. This A-Z desk file is also great for keeping employee
or client "working" files, at your fingertips. The 1-31 desk file is ideal for
organizing upcoming meetings or projects, by appropriate dates. Also, this
tool is perfect for managing any projects you have delegated to be done by
others. For instance, if you have a big project due on the 18th and have
assigned others to complete certain portions of the project by the 12th, then
file your notes to the 12th and confirm on the 12th the work has been done.
Then, re-file this project for completion on the 16th so you can do any last
minute changes, before the 18th.
Using the four D’s: The four D’s are DO IT, DELEGATE IT, DECIDE OR DUMP IT. These are your only four choices when handling any kind of paperwork. "Do It" means exactly that…do it now and do not handle any piece of paperwork a second time. This means, read the information you’ve been sent and act on it. "Delegate It" requires you to ask the question…"who can help me complete this project or task so I can stay focused on my responsibilities?" Once you have delegated a project to someone else, then use your desk file (1-31) to store your notes until the project is completed. "Decide" means the paperwork you have been sent will require your quiet and uninterrupted attention, like monthly financial reports or annual employee reviews. Put this type of work into a separate folder labeled "To Decide" and find a few quiet minutes early the next morning before your work day begins, and complete this project or task. "Dump it" means exactly that…dump as much as possible in the trash can, the first time you handle any paperwork. It’s that simple.
Scheduling your day: Schedule your day using some form of computer software/paper calendar or appointment book. Try to schedule important meetings early in the week so others can work on the assignments you have given them. Try and schedule all interviews early in the morning when you are the most rested and the least likely to be interrupted. By having a busy morning, you then have the freedom to plan the rest of your day more loosely. Use your calendar or appointment book to schedule both professional and personal activities as it is helpful to have everything in one place. Lastly, schedule an appointment with yourself for any projects you are working on. This is a simple way to manage your workload and a powerful way to have your "to do" list LIVE in your week’s calendar.
Author’s note: Ernest F. Oriente, The Coach, founder of PowerHour®, a professional business coaching service delivering customized training, by telephone, in management, marketing and sales for property management companies, apartment locator/corporate housing services and publishing companies worldwide. We specialize in global distance learning by telephone, using our state-of-the-art conference call system for interactive and dynamic TeleForums. Twice-monthly TeleForums link 10 -100 executives/ professionals/ individuals who are geographically dispersed, in a time efficient and profitable format. PowerHour® is based in ski-town—Park City, Utah, at 435-615-8486, by E-mail ernest@powerhour.com or visit our TeleForum website: www.coachingsuccess.com. To receive a FREE property management success newsletter send an E-mail to: ernest@powerhour.com. Recent PowerHour® articles have appeared in 1500+ business/trade publications and websites. Back to Business Home Page Back to ComPortOne Home Page
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