[WarehouseGoddess]

[quote=OfficeArrow;10960]We all have different ways of staying organized at work. From systems we set up to tools we use, there's a host of different methods to consider for clearing that big pile of paper off your desk and simplifying your work life. Take a moment to share your favorite organization tool and you could win a fabulous prize pack from the organizational experts themselves, Avery.

[fcameron]

To Do Lists!

I know it sounds simple but a to do list is my starting point. I keep a running list in a notebook on my desk at all times and add to it throughout the day - also handy for looking back for phone numbers or when I did something for this or that boss.

I also use color coded index cards (post it) to keep lists on the outside of active files.

I use clear plastic colored folders that keep things organized in my laptop bag when I travel. That way I can see the index cards, or post its that I put on the front page of the paperwork as reminders.

In the office I also send myself outlook appointments to remind myself of deadlines or when I am waiting for things.

[mhughes]

We use a combination of computer & paper. I scan all important agreements into a pdf file before putting in our main paper files. I keep a list, on the computer in a shared drive, of all our files with keyword entries for ease in retrieval later. Between the two, we can almost always find something plus I don't have to go to the main paper files if I just need an agreement, & since it is already scanned, it makes it easier to email when requested. I do the same for our archived files & agreements. These are in the same Excel workbook on different pages/tabs, which makes it easy to search the entire workbook when it is needed.

I also keep track of calendars & deadlines for myself & my bosses. I set up reminders in advance to go off (with a "beep/tone") for important deadlines, dr. appts., "to-do's", etc. so that even if I am focused on a project, the noise will alert me to remind my bosses or myself of pending deadline or appt. Repetitive things (birthdays, anniversaries, holidays, timecard submittal, etc.) are entered for 10 years instead of monthly or annually, this saves you from reentering the same information at the beginning of every year.

If extremely important meetings or deadlines at work are coming up, I also enter them on my cell phone on the calendar to notify me while I am getting ready early in the morning before I leave home.

[mcdee]

I use a combination of electronic logs for quick file searches, color-coded hanging files for hard copies, and Outlook reminders on my calendar. My quirkiest little helpful tool, however, is a document that I keep on my computer desktop titled "Whereizit". It lists the location of all kinds of things, such as stored-and-seldom-accessed office equipment; the folder locations of printed e-mails containing special instructions or information; timekeeping information for workers in two field offices for whom I data-enter payroll--you name it, it's on there. The document is stored in a shared drive that other office associates and all supervisors in our office can access. If I'm unexpectedly out of the office, they can locate whatever they need to see that the important things get taken care of.

[ToriTori]

My favorite topic! Organization!

I use different methods which has changed from job to job. It all depends on what your particular role requires and what the projects call for.

1. I use both soft- and hard- tools.

This method keeps my Inbox empty. In my Outlook Sent Items, I have subfolders labeled for each day of the week and one with my manager's name.

I created a rule to have all emails coming from my manger to automatically be delivered in his folder so I could answer it right away and it wouldn't get lost in the jungle of emails.

Emails are filed in the days of the week that it is due or that I need to follow up on them. After they have been resolved, they are filed in one of the Archives subfolders or deleted.

Additional subfolders are created in my Archives folder. Emails are either manually filed here or rules have been set up to automatically place them there as they come in. Then I resolve them in the order of priority. That part just evolves in daily workings. You know what can wait and what can't. When resolved, they either stay there or are deleted.

2. I also use the Professional Sized 8.5" x 14" Planner from Planner Pads. I take this with me on some meetings and than transfer the items over to my Outlook Tasks. It's also good to use to jot info down during the day as things are thrown at you. I label the top section with the following categories: "Must Do Now", "Important" or "Focus", "To Do", and "One-on-One". Then, they are assigned to the mid level categories with are the different days of the week.

"Must Do Now" means exactly that. Stop and do now. Must be done today.

"Important" or "Focus" are things you have to concentrate a lot on or needs to be completed by a certain day. Something in here might also cause you to have a lot of stress, in which case you can schedule the best time to tackle it.

"To Do" are things that aren't necessarily important but need or should be done during that week.

"One on One" is a checklist of things I need to go over with my manager, signatures, outstanding items, forms I need to gather from him to submit, etc.

3. I also have a large 1-31 numbered file folder in my drawer. Hardcopies are placed in the date of the month that I need to address it.

4. I have a Pendeflex Desk Free Hanging Organizer. It hangs on the side of my file cabinet and has 6 colored folders. Each folder is labeled a day of the week. In each day, I bought Smeads clear colored folders and have their colors correspond with the hanging organizer. Monday is blue. Tuesday is green and so forth. I work out of this folder throughout the week and follow up on those items.

Every day, I take the individual colored folders out for that day. Each folder contains one task. These folders are placed on a tiered file sorter on top of my desk. As each one is completed, the empty folder is filed back into the hanging organizer.

5. I also use my Outlook Tasks to schedule things further in advance that cannot be contained in my 1-31 day folder.

[Sharon_I]

For me, good organization starts with preparation and routine. You can use all kinds of gadgets and gizmos, but if you don't plan your work and approach it in a sensible manner, you're not going to get out what you need!
Every morning, I write a "to do" list, and assign them red/amber/green status depending on whether they're urgent (needs to be done ASAP), important (needs to be done, full stop) or just need to get done as a matter of routine, and work my way through them during the day, ticking them off as I go. I tend to write these out, rather than use any computer-based system, as it's just easier for me to keep track of my own work as opposed to my consultants (I also manage projects for a team of five consultants that uses a system of emails, calendar appointments and tasks in Outlook to follow these projects).

Flagging emails is also a very useful tool - if you need a reply or action by a certain time, flagging an email to turn red at, for example, a week from sending date allows you to check at a glance whether an email has been replied to or nto (and it not, you can go chasing after it *lol*)

I also use a folder system in Outlook to store emails that I'm waiting on a reply for - whether it's waiting for a client to come back to me to confirm some work, or a consultant I'm waiting on to answer a query. My job can get very hectic and it means I don't lose important emails.

I use some recurring Tasks in Outlook that I share with the other admin girl in the office, for things like stock-taking/statinoery ordering, checking and clearing shared mailboxes, etc. I also compile a monthly report at the end of each month, which includes information on compelted projects throughout the previous month. So that I don't forget what's been done, I write down each project that's been completed in that month in my diary on the first day of the next month. Then, when I come to reporting on this, I jsut open my diary and I have a list of all the projects that have been finished in the reporting month, which consultant undertook the work, the project number, etc. Saves a lot of time and effort!