Gage, a member of the New Media/Technology Committee, offers goals and suggestions on office organization - a great summer project for media relations staffers.
Take a deep breath!
Don’t expect to reach all of your organizational goals in one week. In order to be effective, break it down into various projects and take time off in between to re-charge. Burning yourself out only results in you being more frustrated and stressed than when you started.
Also keep in mind that each individual is different. Some of these techniques may work for you, some may not. Be respectful that everyone has their own way of doing things. Find what works for you and stick with it. You’re stressed enough, don’t add to it.
You don’t have to spend money to get organize. Take the office supplies you already have and work with them. Organizing shouldn’t bust your budget.
Get those files in order!
Let’s face it. All of us would love to be able to digitize our files and dump the file cabinets forever. But, digitizing can be extremely expensive and just isn’t an option for some of us.
How many times have you gone to your files only to be frustrated that you can’t find what you’re looking for? Take a week or two to sit down and go through them. Get them order and identifiable so next time you can go right to what you need. Use hanging files and replace any old hanging files that are sagging or worn. Chances are if you spend time discovering what’s in there, you might be surprised and find something new. Take the time to do it. You’ll thank yourself later.
Supply and demand
Keep your supplies (office and shipping) organized in a cabinet using the packaging they came in or small baskets. I take the lid off the file folder box and label the bottom to know the difference in hanging files and regular file folders. Taking an inventory of what you have allows you to replenish what you may be low on. Start a good practice of informing your supply order person of when you’re low on something. That way, you don’t run out of something at a crucial time (you could also stick a magnet board on the back of a cabinet to write those items down). Also, keep like items together. CDs and CD jackets belong together as do all your different types of folders.
We also have a smaller cabinet with small drawers for paper clips, rubber bands, pens, pencils, anything that’s smaller. It’s labeled on the outside so I know exactly where something is.
The same holds true for paper. Keep like colors together so you can evaluate how much you have. And, keep cardstock separate from copy paper. If you have a cabinet for copy paper, unload the paper boxes when they arrive so you can visually see when you’re running low.
I also like to keep several reams in the cabinet near the printer that’s located in the back of our office. When it runs out of paper, I don’t have to trek to the other end to get some.
Think vertically
Often times we fail to remember the space above us when filing and organizing. If you have cabinets, use them. Keep lesser used at items at the top. Bookshelves also work great for storing photo albums and notebooks (see below).
Use notebooks and/or photo albums
Older pictures tend to take up large amounts of horizontal space in filing cabinets. Remedy the problem (and the chance of losing them) by purchasing photo albums with add-in pages or by buying pages that can be inserted into a notebook. These allow you to mix and match based on the types of photos you have. ID the photos by year and keep photos from the same year together for easy access. ID the outside for easy pulling when needed and store on a bookshelf or cabinet. For those digital pictures you have that are taking up space, I recommend burning CDs (by student-athlete not year – chances are you’ll be looking for someone in particular not from a specific year or both if you think you might need them by year, too). Store them in a CD file case also labeled on the outside.
Don’t forget your computer!
If you have access and use a server, evaluate the data on that server especially if you’re running out of room. Create folders by sport to organize files and then create sub-folders within the main sport folder for each year and one for miscellaneous items you use/update annually. Within the year, organize your files by separating them into four categories, for example – game notes, stats, media guide and miscellaneous. You’ll always know where to find what you’re looking for no matter what sport. Burn old media guides to CD and delete them from the computer to save space. Keep the previous year’s guide to use to copy and paste, but anything prior to that should be able to be put on disc and removed.
End your day with a clean desk
It’s the hardest thing to manage - the piles and piles of paperwork, newspapers and miscellaneous other items that accumulate on your desk throughout the day. While it may be your mess and we all say ‘I can find what I’m looking for when I need it’ – how many times have you been unable to do that and get frustrated trying to locate the updated schedule that just came through campus mail?
Take a half day to get your office in order. Clear everything off the desk (drawers included), take a deep, deep breath and then wipe the desk down (do it yourself, don’t have the custodial staff or students do it fo
r you – there’s relief in starting with a clean slate). Do the same for any open spaces – bookshelves, cabinets, etc. Go ahead and clean the computer while you’re at it (use the sticky end of a Post-It to get the spaces in the keyboard). I actually suggest using Clorox wipes to tackle the phone and computer keyboard to help with the germs.
Organize your office supplies in way so that you can find what you need. Items you use frequently like tape and stapler should be close. Items like pens and pencils should be neatly places into a drawer organizer. Don’t just throw them in there!
Don’t place anything on your desk that doesn’t belong there. Use a tray system to organize projects/paperwork. I use my top shelf for student assignments; second shelf is for ongoing projects for the sport in-season and the lower tray is for items I need to complete by the end of the month. Inside a cabinet, I have another tray system which I use for reference material (bottom tray) and items related to the sport not in season (top tray).
Organize current season media guide in alphabetical order (saves you time looking through them to find the one you want). Organize any books you have in the same manner.
I make it a point to end my day with a clean desk. The reason is because a chaotic office doesn’t help reduce your stress level. You’re more likely to get more done if you start the day knowing exactly what you need to work on and where it’s at. You’re also more likely to be able to produce that schedule when someone comes looking for it.
Voicemail/email maintenance
Common courtesy says it’s polite to respond to any voicemails and e-mails received. Keep these areas organized as well. I have a routine that works for me and keeps me sane. First thing in the
morning, I check my voicemail and forward on the ones that aren’t for me and respond to the ones I get. I do this again before the end of the day so when I leave, every voicemail is taken care of.
I have a rule with my e-mail. I respond within four hours no matter what. Even if it’s to say I’m out of the office and will get to it when I get back. If a coach forwards an award application or something else for me to take care of, I respond by saying I will and again when it’s completed. If you e-mail me for a picture or something else I have readily available, if I’m at my computer, chances are you’ll get an immediate response with what you requested. Why should I make you wait on something that simple?
I also clean out my e-mail on a weekly basis. I archive old e-mails I need to keep. I utilize the folders option so all of those quick facts don’t clog up my inbox.
Tired of hitting delete every time an e-mail bounces back? Go through your distribution list and delete any e-mails that are no longer valid or for people you know no longer work there.
Stay on top of things
This is hard to do when things get crazy but I’ve found that if I work ahead when I can, I’m not yelling at myself later. Develop a system that works for you.
I also make it a point (using my reminder feature in my e-mail) to follow-up with people I may be waiting on. It might be someone coordinating a supply order or to return a proof, but I follow-up to make sure it’s getting done.
Color coordinate
Using color to organize is nothing new. I use it in-season to keep opponent information in order. I have a file holder on my desk that I use to hold these folders (it’s also a visual way for me to see the end of the season coming). At the beginning of the year when quick facts start rolling in, I create a folder for each opponent (for every game unless we’re playing them back-to-back). Inside that folder
I keep whatever scouting information my coaches need and any additional things I may need. As the season rolls along, I’m able to add updated stats and whatever else is needed. I then make copies for my coaches without tracking down that information and I also keep a copy for myself to refer to during the week while preparing game notes, etc.
The trick to the file system is that the color of the folder tends to reflects the primary color of the opponent (yes, they make orange and even purple folders). If we’re in a tournament, I don’t use the same color twice (I either use the secondary color or plain). My coaches are able to identify the file they need without looking, and as the folders get fewer and fewer the end of the season is coming.
Some people even use pens to color coordinate certain things. Maybe you use green for personal items in your planner and red for meetings.
Even if you don’t keep up with opponent information, you can color coordinate whatever you need to make it work for you.
Daily planning
If you’re like me, a daily planner just isn’t for you. If it is, great – continue to use it. But, how do you tackle remembering appointments, etc. when you can’t even remember to crack open that planner you bought back in July? If you have a smart phone, take advantage of its features. My BlackBerry is integrated with my work e-mail through Microsoft Exchange. I use Exchange’s calendar to input meetings, appointments, and games, anything you can think of. Exchange gives me the option to set reminders so it’ll pop-up in my e-mail or on my phone.
I also use it to remind my student-athletes of interviews. Exchange has a feature allowing you to invite people to your appointment. I log every interview that comes in whether it’s in person or via telephone. I then add my student-athlete to the appointment and they’re able to accept so it also reminds them of the event. I’ve done this on several road trips, too, when asked to remind someone to do something. I just set it in my phone to remind me and them so no one forgets.
I also use the task list when I’m away from the office to write down things I need to do. I also use the notes application to write down things I need to remember (like the name of that song I need to download from iTunes).
Labels
Labels are your friend. They’re also self-sticking so it comes in handy when you need to stick them somewhere. If there are no identifiable markings on the outside of a box, label it. If you can’t see what’s in the tray, label it. If you need to remember where the paper clips go, label the area.
Cut the clutter!
This goes in line with end your day with a clean desk. If you cut the clutter, chances are you won’t find yourself having to do a major organization project again. If you don’t, you’ll find yourself freaking out about the mess in your office minutes before your boss announces he’s coming down to see you. If it doesn’t belong, put it where it does. Sometimes that means the trash. Sometimes that means a file cabinet (organized and not just thrown in there – this isn’t a closet at your house). If you take the time to reduce the clutter, you’ll be well on your way to making a habit of staying organized.
The catch-all area
Just like at home, you should have a centralized location to post pertinent information in your office. If you think keeping a large board in a common area will help with everyone knowing what’s going on, look into purchasing a large organizational board. They come in all different sizes and kinds – one to four months on one or one to two months. I suggest something where you can incorporate a billboard or whiteboard area to write (or pin) projects/notes for students. Have it been their check-in place when they arrive to find out what they need to do or to post that week’s post-football practice schedule.
If space allows and it’s necessary, you can also have a cubby area to place mail in for student workers/employees.
Keeping shipping boxes
Empty boxes come in handy whether it’s for mailing media guides or for moving. But, empty boxes take up a lot of space. Take the time to flatten boxes you want to keep since the flattened boxes take up less space. Most of us have packing tape and it’s easy to rebuild the box.
Cables, cables and more cables
Go through all of your old cables and identify which devices they belong to. If you and your staff, IT people or anyone else can’t account for the cable, chances are you no longer have what it belongs to. Use Ziploc bags to organize electronic cables. Use one bag per device if they cables will fit in one. Label the outside and place cables inside. Store bags inside a basket or bin inside a cabinet.
Old electronics
How many old portable printers, fax machines, etc. do you have sitting around that are obsolete or no longer work? How many old ink cartridges do you have? If you have old, unused electronics that are state-bought, chances are you can’t just chunk them. Find out the proper way to dispose of them (if they need to be taken off inventory, etc.) and get rid of them. If you’re never going to use it again, it’s just a dust magnet taking up space. Sometimes, those old ink cartridges can be recycled for credit on cartridges you currently need.
There are companies out there that offer free recycling of these items (eWaste is one of them).
Stay motivated!
Seems daunting? And, you think I’m crazy. You have to start somewhere. It’s not a one-week project and you’re done with it. It’s a commitment. You have to take the time to do it. You have to step away and get it done. Once you have, in order for it to work, you must make it a way of working. You’ll find your stress level reduced and you’ll be more productive because you’ll have everything you need and anyone can find what they’re looking for. So clean off that desk so you can take a deep breath of clean air.