Number 1 - Dispatch the mail ruthlessly. The biggest clutter problem in most offices is paper. Do not waste time on junk mail that is not relevant to making money. Every minute you are distracted from your job, you are losing time; and time is money. For important mail such as accounts payable and monthly bills, open the mail, mark the due date on the envelope and place it in a file or on your desk where you will keep it in due-date order until it gets paid and filed for keeps. For mail you might like to review later, place it in a different place for a second look when you get a chance. If you have looked at it twice and you are not immmediatly ordering something, then make a note of the contact info and dump the paper. If you really need it later, you will know how to find it again. Sort your waste paper into two boxes: one for recycling, and one for shredding. At year's end, put away last year and open new files. Also, dump any tax records and files over 5 years old.
Number 2 - Make lists to-do and schedule chores. Every day you first do the hardest thing on your list. This way, at least one tough chore gets accomplished before the day gets wasted. If nothing else gets done, at least you did that thing that was bugging you the most. For other chores, just make mental times scheduled for yourself to do as habit. For example, pay bills every Monday morning, take the garbage out every Friday evening, make new business calls Tuesday after lunch. Make these chores routine, so you have your free time to move on with new business, and the small stuff takes care of itself.
Number 3 - Use Space Appropriately. No matter how "big" your office is, you need to make the best use of the space allowed. You need to create a flow of incoming and outgoing business. You might have customers coming in by your waiting room and exiting by your hallway, or you might have an In-Out box on the desk in your cube. Either way, space is importantly laid out so as it "flows" with the day's business. I keep my incoming mail on the right side of my desk and the outgoing on my left so I always know what is new and what is old. If you have unneccessary "stuff" in your space, get rid of it. Dump it, donate it, or recycle it. Whatever you do, do not keep that junk laying around.
Number 4 - Get Good Climate Control. Clean air, good lighting, and comfortable temperatures are necessary for a happy office. You can't get things done properly if you are constantly fighting to breathe, see clearly, or to stop sweating or shivering. Need I say more? Look online for natural lighting alternatives, air purifiers, and heating or cooling machines. Make the office cool , crisp, and bright so you can do business with a clear head.
Number 5 - Deep Clean and Dust Regularly. Get maid service, a feather duster, or a can of compressed air and make time weekly , or at least monthly, to go over the desk top and office machines to remove the dust. This is not only good maintenance for the office equipment, it is good for day-to-day operations. A dingy and dusty space is a poor place for the brain to operate. Dust, mold, cobwebs, and just plain dirt are counter productive to the clearly defined business of making your money. Get rid of it and keep it clean. Pay for cleaning service if you can because you will more than make up for it in increased productivity. If you can't afford to pay for it, then do a little each day during your lunch hour till it becomes natural for you.
Number 6 - Get Expert Consultation. You can research and consult with Feng Shui or professional organizers if you need to. You will be surprised how a little waterfall, some living plants, and the right pictures on the right wall will bring your day into focus. Placing your desk and furnishings correctly can have an effect on how you feel, and how your visiting clients or co-workers feel about your business. Sitting facing the door is usually better than facing the corner. Some things are just not appropriate for the office. For instance, your most recent family photo might be OK in a small frame, but your kid's crayon drawing from last week's art class is better off on your refrigerator at home. In general, just keep it so it "feels right" and you will be OK.
Number 7 - Avoid Burnout. Whenever you feel you are lost, tired, or confused, take a walk, stretch out, get up and move it around or make a new list. Just change the routine in some little way for a little while. Take a break: bathroom, water cooler, coffee, or a joking conversation with a neighbor can bring a refreshed attitude. When you resume work, re-adjust your thinking, make a new list of priorities. Do not continue on a project that is bogging you down, come back to it later when you feel refreshed.
Number 8 - Set Lunch Areas and Times. You want to avoid food spots dripped on your paperwork. You want to avoid low blood sugar and resulting loss of concentration, fatigue and mood swings. You need to eat, eat well, and eat often. I mean good nutricious food, not fast junk food and snacks from the dispensing machine. You need to eat, and drink plenty of clean water every few hours. Brown bag your lunch if you need to and keep a little refrigerator in the office. If possible, keep a lunch area seperate from your desk even if that means walking outside to a picnic area. Try to eat at the same times every day. For example, a sandwich at 10 AM, an apple at 12 noon, and a snack at 2 PM will carry you thru the day better than just a lunch break at noon. Hunger and low blood sugar can cause a loss of productivity for the business. You will feel better if you eat a good breakfast and keep feeding the body all day long, I mean good organic fruits, nuts, vegetables, proteins, and pure water. Human food for the human brain and body to work together productively.
Number 9 - Reward Yourself. Each time you complete a job, chore, paper, sale, phonecall, etc. you give yourself a "good behavior" reward. It is a little like training a dog, but the result is you do a better job, sooner, and more efficiently. A reward can be getting something, or getting rid of something. Sometimes just getting something crossed off your to-do list is worth the effort. Servicing a grouchy customer is not a pleasant experience, but throwing their finished paperwork in the file is gratefying! Think to yourself, I am going to eat my apple today just as soon as I make this sales phonecall. This way, regardless of the good or bad outcome, you got the business done, and you got your apple. You are happy!
Number 10 - Work It Out! The mind requires a body to work efficiently. If the body is out of shape, the mind gets relaxed. If you work out that body, endorphins will be released, your hormones will be boosted, you will feel good. Your work, your mood, and your day will be improved. Your self-esteem and confidence will increase and your business will improve as a result. If you can't get to a gym, try walking to work, or park your car at the far end of the lot, take the stairs, drop and give ten pushups, or anything you can do to get your heart pumping a little. You might also consider a stand-up desk. Many people think more clearly on their feet. Be alive, and feel it in your body; your business and your brain will thank you.
Bonus Tip # 11 - Please take a moment to relax and look around this website to see the products we have. These products are only available here, invented and imported by the writer to make your home, office, shop, or school a better, more organized, happy place.
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