organised desk

Workflow in a digital office

Over recent months I’ve been moving towards a digital office. I no longer print and file invoices that are sent electronically. I scan and store a digital record of invoices that come in the mail. This is going to reduce the space I need to store paper files.

However it raises some interesting challenges. Why? Because I no longer have papers of physical files on my desk that alert me to the need to take some actions.  I’ve had to create new workflow processes so that I still do everything I have to do on time.

The workflow starts with email.  Anything that needs action is moved to an email folder headed “Action” and highlighted for action on a particular day or time.  I’ve created an action board (based on a Kanban Board) that I use to ‘log’ actions in columns headed “To do” “Next” “Doing” and the very satisfying “Done”. This board is on the wall next to my desk so I can move the sticky notes as I take action on the items on the board.

I do print items that I need as working documents, for example if I’m writing a report for a client I prefer to review and annotate on paper before making changes on screen. But at the end of the project the working papers are shredded (and added to the compost bin for my garden).  I keep one paper copy of the final report(s) and everything else is stored in my computer system.  This system is backed up to the cloud immediately and to a portable hard drive according to a regular backup schedule.

How a digital office works for your business will depend on how you currently work and how you want to work in the future.  Other things to consider include:

  • The amount of storage you have for paper records, especially those that need to be kept for seven of more years
  • The storage space on your business computer system
  • The reliability of your computer backup system.

You will need to be prepared to change the way you work so that actions are taken on time.  The long term benefits are very likely to outweigh the short term pain as you make the move in your office.  If you have cloud storage then you have access to your documents any time anywhere. So if you leave your office to go to a client and forget a document or critical spreadsheet, you can access your business information from your laptop or even your smart phone.

You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system that will work for your business.

Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information.  She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.

7 habits of highly organised office workers

I often walk past people’s desks that are cluttered with paper, food, empty coffee cups etc and wonder how they manage to work in such a mess.

I’ve also seen what the desks of high achievers look like when they’re busy.  I’ve noted some of their habits and share them with you here.

  1. Start the day by planning what you expect or hope to achieve by the end of the day. This can be a written list or just a mental note.
  2. Check your emails before you start your first activity or task.  Deal with them as appropriate (see Good Habits around Email).  Check emails again at lunch time and again late afternoon if you need to.
  3. Turn off email alerts do you don’t get distracted mid-task.
  4. Gather the information you need for the first activity and get going.
  5. As you complete a task, sort out the related papers and bin or file them. Save and close down related electronic files, emails and applications.
  6. Mentally prepare yourself for the next piece of work.  Take a break – grab a coffee, fill your water bottle.  Go for a walk and get some fresh air – even 5 minutes round the block works wonders to clear your head.
  7. Stop whatever you’re doing 5-10 minutes before you need to leave. Spend that time tidying your desk, closing down desktop applications, binning and filing papers. Taking this time will set you up really well for the next day.

By now you’ll be dissing this blog as fairy tale land. You’re thinking how  can you possibly focus on tasks when there are so many interruptions in the course of your day – how do you deal with phone calls, people stopping by to chat, not to mention meetings etc.

How can you stop work a few minutes before you leave when it will only take you another few minutes to finish off what you’re doing. (That’s a hard one that I really really relate to. I hate leaving a job before it’s finished.  But I have learnt to manage that over time).

Maybe you can leave a bit later, catch a later train or bus. Bit more tricky if you car pool or have to pick up a child from day care or similar.

So I suggest you use these ideas to work out how you can create a habit that works for you.

PS – My desk isn’t necessarily tidy at all times during the course of a day.  I do clear the papers and close documents, web pages etc when I complete a job.  And I do tidy my desk at the end of the day.  It makes such a difference in the morning to make a fresh start, even if I’m finishing off something from the day before.