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 Manage
Your Desk or It Will 'Manage' You
By Robyn Pearce
I had just completed
training programs on delegation and email management for a large law
firm. A few days later the Human Resources Manager was on the phone.
'One
of the partners has asked if you could please work with one of her
young solicitors. He seems a bit 'stuck' on various things,
including meeting deadlines.'
Let's call him Tom. We
worked together on a number of issues, including how to use his
Outlook calendar to prioritize better. But there was also another
contributing factor to his problems - and it was very easy to fix.
Here's what he told me at
the first appointment.
'I know I miss deadlines. I think it's at least
in part because I constantly feel overloaded with the sheer volume
of files. There must be a better way to manage my workflow.'
I
looked around his compact office. It was somewhat cluttered
(although I've seen worse!). As with many lawyers and
accountants, large piles of files were stacked all over his desk,
behind his desk, on the shelves behind him and some were stacked on
the floor. Every available space (and more spaces that shouldn't
have been available) had residents!
If you can identify with this scenario you
might like to consider the question I threw Tom.
'How would you like your
office to look? What specifically in this situation makes you feel
overwhelmed?'
He thought for a moment. Then he came up with a
very interesting angle.
'The stuff behind me doesn't bother me so much
although I'm sure you'll help me organize it better.'
(And we did create a more logical flow to everything, including the
wall shelves near the door.) 'However,
now you ask I realize that when the desk space to the left of my
computer is covered with paperwork I feel cluttered and can't think
straight. When it's empty of all but the task I'm engaged on I can
see where I'm going and that sense of overwhelm isn't there.'
From
that point on it was really easy to re-arrange his environment.
Previously his Personal Assistant had placed the new work for the
day in that spot on the left side of the desk - close to hand. To
put new matters close at hand would seem logical, I'm sure you'd
agree. But for Tom, that was the wrong place. For him it only needed
to be just inside the door, in a spot that he looked at each time he
entered or exited his room.
Tom and I have been in touch since and he's a
much happier camper - the clarity that comes from structure and
order in his environment flows through to more timely work and a
less overwhelming workload.
Track the energy …
Of course your paper flow needs might be
different. The key point in this story is - notice your energy
in different sets of circumstances.
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What drags down you down, makes you feel
heavy, overwhelmed, less effective?
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And what lights you up?
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What 'stuff' or equipment can you move around
so you'll feel more efficient?
Another simple tip to give you control over
your files and paperwork …
Get a
stacker for current work so that
files are upright instead of ugly piles slip-sliding all over your
desk. This is a key paper management
strategy. Think about it. The minute you start making piles the
items underneath are 80% more likely to be overlooked or forgotten.
After our first discussion,
Tom set up his most active files this way - on the right-hand-side
of his desk where he could reach them in a second but they didn't
dominate his vision. Most lawyers and accountants have big files so
a file stacker with a flat metal base and metal or wire uprights
about every 15cms (6 inches) works well.
About the author:
Frustrated with her complaints about lack of
time, a wise friend pointed Robyn Pearce in the direction of a
decent diary and a few key time management principles. Since then,
through much study, trial and error, that great weakness has
transmuted into a major strength and an international business.
Based in New
Zealand, Robyn is now one of the
world’s leading time management and efficiency coaches. Her email
address is
robyn@gettingagrip.com
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