Finding Your Desk

How important is organization? I’ve been coaching small business owners for years on organizational principles from keeping track of those floating pieces of paper with phone numbers and appointments on them, to filing systems that work for both actuaries and sales people, and procedures to streamline the paper flow in an entire business.

You might think that means my own office is spotless, with everything in its place. Although that is something I would enjoy, I also value the creative process, which can get very messy. To quote my friend David Lober: “What comes out of a workshop is more important than the condition of the workshop.”

When paper comes in, I have one pile for important information I need to keep over time, a pile for things to do in the near future, and another pile for things I want to keep but don’t have time to file yet. When it takes me longer to find a piece of paper than it should, that is when I know it’s worth taking time to organize the pile.

Not everyone can think in a messy or chaotic environment. Not everyone can think in a spotless, sterile environment. Know what works for you, and create an environment that supports you and your process.

In case you are ready to create a filing system for your home office, here is a basic outline to start with:

Information (A-Z storage files)

1) Take 26 file folders (I get third cut without reinforced tabs, because I go through a lot of file folders and these are the least expensive)

2) Write a letter from A – Z on each folder tab.

3) Put them in a file drawer or box.

4) Keep some blank file folders nearby.

5) When you bring home some papers you want to keep for awhile, label a blank file folder, put the papers in the folder, and place the folder in alphabetical order. Simple.

6) Once a year or so, go through the folders to see if there is anything you can throw away.

Categorize
Here are some general categories you could use:

Personal
• Car
• Finances
• Health
• House
• School
• Shopping (this can help you save time and gas when you go on errands)

Business
• Accounting
• Brochures
• Contacts
• Customers
• Events
• Goals
• Resource Material

Action Items (Hot Files)

• Bills to Pay
• Correspondence to Do
• Orders to Fill
• People to Call
• Read (try to keep this small unless you have a lot of time to read)
• Tickle (holding for more information, directions for next week’s dinner, etc.)
• To Do This Week (review this once a week)

Best wishes,

Marilyn McLeod

Marilyn@PersonalizedHealthCoach.com

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