Organizing Your Office

Organizing Your Office

Being in the office involves managing a few key activities effectively:

Letters —
-Phone
Meetings —

Increase productivity by investing a small amount of time in the effective management of these advances is more than worth the result.

Email Management

Keeping up with the daily onslaught of messages is one of the major problems for most of us, as personally and professionally. The following tips can help you manage the daily flow of letters:

Establishment of electronic filing of the Cabinet, as well as physical classroom you with electronic folders for category names

After the letters were read and responded to (if action is not required), move a letter from the mailbox storage folders. This allows you to easily keep track of messages that still require action. Many companies impose limits on inbox size. By moving your mail from the inbox to personal folders, an additional advantage is that the restriction in size will not be interrupted their day at a time, you need to send a letter.

If your email program includes the previous contents of the e-mail, e-mail that the line, when the answers do not forget to remove the earlier version of the string to avoid redundant messages filed. This makes it much easier to find the last copy in the search string, if later.

If your message attachments, detach, and then save it as a file on your system for electronic filing for future use, so you do not have to go searching through your e-mail to find the file later. Based on the letter headings can create a lot of time to find the file later.

If you frequently send the same type of e-mail, keep a copy of a draft or template that can be reused over and over (changing characteristics, such as name, date and amount for each box)

If the document is available in electronic form, but refer to it often, print it and store it in the hanging file or on your desktop.

Every 6 months or so, through your folders and delete the message is no longer required. This saves disk space and make your search more rational.

Phone Management



When you leave a voice mail for someone, if the issue you are calling about is just a question, ask it on voice mail to avoid playing phone tag. In addition, the defendant should be encouraged to leave the answer to voice mail if they miss you. However, if the issue is complex and does not make any long voice mail clarifying the issue (of the consideration for the recipient).



If you know you’re in meetings and unavailable for some time, let the person know to avoid voice mail phone tag.

If you are in the center of a complex task that requires a continuous process of thought, let me respond to the voice mail phone. Otherwise, take the floor to avoid the accumulation of messages to return later.

Telephone messages should be responded to within 24 hours. If you were too tied up to answer a question or request, at least, to respond to a man who called to tell them that, and then they expect a date by which you will be responsible for them. Thus, you still seem to respond, even if you can not deal with their request immediately.

Meeting Management

When calling the meeting, always draft agenda, and attach it to a meeting invitation. The agenda will serve several purposes:

About Help participants prepare for the meeting

O Provide a sense of time allocated to each question, so participants can take into account the time allocation has



or focus on key issues for discussion (if the agenda for the meeting gets sidetracked)

O show others that you value your time and we intend to make the meeting productive

This works equally well for small or large meetings, but it becomes even more important for productivity with great meeting

After the meeting, it would be useful to prepare “meeting minutes”. Minutes provide a summary of the key points discussed, and the related decisions and actions. They are useful for the team participants, as well as those who can not attend but who have an interest in this matter. Reputation accurate meeting minutes also helps keep the meeting size to an acceptable level of, as well as all affected parties will feel less need to participate in the meeting in order to understand its’ orientation results.

The day before the meeting, make sure to copy all the necessary materials.

If the employees are always reduced by for impromptu meetings, do not hesitate to create a “Do not disturb” time, which will be used for these complex projects of thinking, where has the time, broke a large influence on the course of thought.

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