How to productively manage your employees

Many businesses face challenges when it comes to bringing their employees together and increasing their productivity. Unfiled paperwork and disorganization is not uncommon in businesses and the need to seek the assistance of a professional often arises.

Help your employees understand the importance of efficiency and productivity. In order for your business to function smoothly, your employees need to be on board. Inform them about the importance of maintaining productivity and how it can benefit both them and the company. Ensure that they have an up-to-date and detailed planner, effective time-management skills, and a de-cluttered workspace. By having these very essential components addressed and taken care of, you will be providing your employees with a work environment that promotes efficiency.

Increase the value of your business by effectively managing your employees. Of course, your role in the company plays a big part in the success of your business and it’s important that you know how to effectively manage your employees. The lines of communication need to be clear and your employees need to know your expectations and how you want tasks to be carried out in the office. After all, it’s your business and there’s no one who wants it to succeed more than you do.

Properly managing employees can keep everyone better organized. Organization is crucial when it comes to operating your business smoothly and efficiently. Encourage your employees to maintain clean and organized desks by implementing organizing systems that make finding files and documents more accessible. Clearly assigning your employees specific tasks and ensuring that they are well executed can maintain a productive work environment. Keeping a day-to-day planner can keep your meetings and appointments scheduled and organized which will, in turn, improve your time management skills.

We can put systems into place so that employees can get more done in less time. Notice a decrease in your employees’ work productivity? This is where an organizing professional comes in. We can help your employees and management get rid of their workspace clutter and take proper measures in implementing systems that work effectively for each employee. Whether it’s setting up proper storage bins for their files or clearing up space on their desk, you can rest assured in knowing that your business will see a noticeable increase in productivity.

With a Professional Organizer, employees can incorporate better time management, filing systems, and space planning. A messy work environment can take a toll on employees’ ability to get work done. All the things that your business needs to operate at the highest level can be heightened by employing the talents of a Professional Organizer. The office space of your employees will undergo a positive reconstruction, one that will make them work harder, help manage their time properly, and boost your business’s success.

Call us today at (310) 560-5060 to help get your business and its employees better organized.

How to organize a filing system

Before you start, I suggest getting all of your supplies ready. If you’re starting from scratch, you’re going to need: a box of standard hanging file folders, a box of standard hanging file pockets, a box of third cut manila “interior” files, and a box of file labels or a label maker.
The next step is to empty the cabinet completely. Yes, completely. Everything out. This is important as this allows you to see everything that was in there and determine what should and should not go back. You can put everything into a bankers box while you’re going through your files.
To create more space, look for any items that can be tossed, shredded, or archived such as old tax records. Archived files should be placed in a properly labeled Bankers Box and stored somewhere else. If you are storing these boxes in a basement or attic or offsite storage facility, you might consider buying airtight storage bins to protect your archived items from the elements. They cost more but it’s worth it if these documents are important and need the protection.
There are many ways to categorize files, but what I think works best is to break things down into five or six major category sections for easy identification.
I also recommend using different colors of third cut manila files so that it’s easy to differentiate between the different categories. For example, for Active Files use – Red; Financial Files – Blue; Personal & Family – Green; Home & Personal Property – Orange, and Legal and Taxes – Purple.
Each section is then broken down into sub-categories which can be alphabetized. For example, under Active Files (Red files), you might have the following sub-categories: Bills to Pay, To Do List, and Upcoming Events To Attend.
Name your categories or sub-categories according to how you will look for them and try – whenever possible – to use generic folder names. For example, under utilities, name the file “Telephone” rather than “Verizon.” This is so that if you ever switch companies, you don’t have to create a whole new file. Simple, right? One more important tip: avoid vague names for your files. For example, don’t name any file “miscellaneous”! Why? Because it will wind up being a catch-all for all items.
Once you start putting files back into the cabinet, be sure to leave plenty of space so that you can easily find and file documents.
Finally, go through the contents of your files approximately 2-3 times a year. This will help you to stay organized especially around tax season.

The most important thing is that it should be organized in a way that is easy for you and makes sense to you.

Remember to keep it simple!

Getting organized and staying organized

When you make the decision to get organized it will be easier because you have a goal in mind. The goal is getting organized.

The key to getting organized is to have a designated place for everything. There’s a popular saying amongst organizers: “A place for everything and everything in its place.” If you don’t have a designated space for something, the rule of thumb is to either make a space for it or get rid of it. If something doesn’t have a home, it will always be considered clutter. If you want to get organized and stay organized, this premise will help you to cut down on clutter and know exactly where to find things when you need them.

Another important key to being organized is maintaining the systems that you have put into place. If you don’t want to keep starting from scratch, you’ve got to maintain your systems.

My advice is to designate a few minutes every day for maintenance so that things don’t get out of control. In the beginning, you might want to try setting aside time and marking it in your calendar just as you would any other appointment. As mornings tend to be the busiest, perhaps you can spend a few minutes when you get home or before you go to bed at night picking up after yourself:

Hang up the clothes you wore that day and throw the dirty ones in the hamper
Clean the dishes and/or put the dirty ones in the dishwasher
Go through your mail and remember to do the following:
- Toss the junk mail
- Shred any mail that has your personal information on it that you don’t need or want
- File the things that you can
- Put the rest in action files (Bills to Pay, Events to RSVP To, To Do File, etc.)

Call us at (310) 560-5060 to discuss how we can help you get organized and stay organized.

before after

Organize your office space

Organizing your office increases efficiency through filing, space planning and time management. The organization of your workspace plays a big role in how efficiently and effectively you complete tasks at work. Having specific drawers or cabinets for readily used items can save you time when you’re in need of the item. Working in an organized environment can increase your motivation and help you quickly find the items you’re looking for -saving you a lot of precious time.

You will save time and money if you are more efficient. Time is money. Therefore, the more time you spend trying to sort through bits and pieces of paper, the less work you’ll be able to complete. This results in more money that you’ll potentially be losing. Loose receipts and stray papers should be filed appropriately and be kept away from your working space. Being properly organized saves you the time to work on assignments and projects that are essential to your work.

You will accomplish more in less time. Working in a clean, organized environment feels better. Clutter can be overwhelming, and when you just can’t seem to find that document you’re looking for, you often lose motivation and may become overly stressed. If you place everything where it ought to be in the first place, then you’ll have little difficulty locating it when the need arises.

We can set up systems (filing or paper flow) to maximize efficiency and productivity. If you feel as though the work is just too much, know that help is always available. Avoid the stress by hiring professionals to take care of your filing for you. We’ll have your office looking neat and tidy. And you will, without a doubt, enjoy your office space once again.

We can organize your space so that you can find what you’re looking for quickly. You don’t need to worry about where you put your important documents and contracts again. Our team will ensure that everything is perfectly sorted so that when you’re in a rush and on the go, you can easily locate the document you need.

To get organized and increase your productivity, call us at (310) 560-5060 to schedule an appointment!

Office space before…

Disorganized office space

Office space after!

Organized office space