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  • feedwordpress 21:04:09 on 2018/06/25 Permalink
    Tags: , , , Organizational Skills, ,   

    Cleanup and Organize Your Workspace 

    Summer is a great time to do a little cleanup and organize your workspace. Business is usually a little quieter, employees take a vacation, and there seems to be a more relaxed work atmosphere. It is the perfect time for you to get organized before the craziness of business sets in this fall.

    Clean desks look smart, professional and, well, just organized. Messy desks are an eyesore and can lead to lower productivity.

    Let your desk reflect you. You don’t want others to see a messy desk and assume you are disorganized. Don’t let this impact your career.

    A clean desk can help you focus. Gone are the days of cluttered desks with everything from printers to having so much paper on them.

    With open work areas being more popular now, let’s take a few minutes to get organized!

    When you are organized, you are better able to handle the day and stay on top of the important assignments. Look smart, be smart, and have a great week.

     

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    The post Cleanup and Organize Your Workspace appeared first on Office Dynamics.

     
  • feedwordpress 16:15:53 on 2018/06/14 Permalink
    Tags: , Organizational Skills, ,   

    How to Prepare for an Employee’s Absence 

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    Have you ever been in a situation when a co-worker had to take a leave of absence or they parted ways with the company and everyone, including yourself, was clueless about some of their procedures or tasks they were in charge of? Here is how to prepare for an employee’s absence.

     


     

    It is hard to predict the future but it is not impossible to prepare for it. Creating and keeping manuals on specific work tasks and procedures will help alleviate some of the stress when someone is out of the office.

    Consider creating a manual that can take someone from start to finish with ease. With each project you take on you should document each step of the way, add screenshots for more complicated steps, and add copies of forms that are necessary for the completion of the project. By writing your manual in installments it will make the effort seem manageable.

    Take a look at the following categories you may want to consider including.

     

     

    Feel free to download this infographic created by Office Dynamics International. To download right click then choose the save image as option. We encourage you to share this image and post.

    You can purchase Become An Inner Circle Assistant by Joan Burge in the Office Dynamics Success Store.

    The post How to Prepare for an Employee’s Absence appeared first on Office Dynamics.

     
  • feedwordpress 20:00:25 on 2018/05/04 Permalink
    Tags: , admin skills, , , delegate, efficiency, organization systems, Organizational Skills, , , , , , ,   

    9 Ways to Improve Your Organization Skills 

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    Organization skills are the one thing most successful business owners have in common.

    Without the ability to organize your work and your resources, you could be twisting in the wind in no time. You may have been able to muddle along back in the day, but in today’s competitive environment, you need to work any advantage in your favor.

    Fortunately, there are at least 9 ways to improve your organization skills without too much effort on your part.

    Be proactive

    be proactive

    Most people take the work one day at a time, coming in ready to take on whatever happens. However, that means you are reacting to a situation rather than preparing for it in advance. The best way to make the most of your day is to prepare for it in advance. Know what you need to do for the next day and make preparations for them before you leave for the day. This not only takes the guesswork out of your workday, it might even give you some insights or ideas of how to do the work better.

    Make a list

    Part of being proactive is making a list of all the things you need to do for each day. The benefits f this is of course so you don’t forget anything. An added bonus to making a list is crossing it out. It gives you not only a concrete way to keep track of the tasks you need to do, but it motivates you to keep doing it because it gives you such a sense of satisfaction and accomplishing crossing each item on your list. This is putting all your ducks in a row, and you shoot them down one by one, metaphorically speaking.

    Make a schedule

    At the same time you are planning the day and making your list of tasks, you should make a schedule, giving each task a prescribed time to do each one. You can ensure you meet all your deadlines, and nothing is left by the wayside.

    Be an early bird

    office early bird

    You are more likely to get more things done, and in time, if you start early. Of course, this should reflect on the work schedule you make, but getting started early also means there are other things you can do to keep you on your toes, such as daily exercise and a good breakfast. Starting early also means you avoid stress by having plenty of time to get to work and do anything else you need to do.

    Establish a filing system

    Most of your files are probably going to be digital, but you still need to know where everything you need is stored. Looking for lost files will take up as much of your time as looking for misplaced items. You need to make sure all your files are in its proper place. You should also have a master document of all your files, and the location of those files.

    Make the most of your prime time

    Everybody has a certain time of the day when they are most productive. Some work better early in the morning, while others work best in the evening. You should schedule all your most demanding or challenging work during this time. Of course, if your business involves meeting with other people, you need to coordinate your prime time with theirs.

    Minimize interruptions

    You may think it is obvious, but you waste a lot of time dealing with interruptions to your work. This is why it is important to make a schedule. Follow the schedule and avoid distractions as much as possible. Turn off your mobile phone, close the door to your office, and avoid useless meetings. If you travel frequently, you should travel in as comfortable surroundings as you can so you can do work.

    Learn to delegate

    learn to delegate

    You might think you are saving money by doing everything yourself. The fact is, you can save a considerable amount of time and effort by delegating tasks to the right people and focusing on core activities that will make you money. Bookkeeping, web administration, content creation, and marketing are just some areas you should outsource to professionals like Scholar Advisor for example.

    Organize your workplace

    Whether you work alone, or you have employees, you want to arrange your work area so you can be more efficient. You can minimize the time and effort it takes to get things done. Even putting the photocopier next to where you keep your paper supplies can help save a few steps and trips that ultimately increase your productivity, and that of your employees.

    Organization skills are crucial to the success of any business. Some people are naturally organized, but you even if you aren’t, you can develop them. These 9 ways can help you improve your organization skills in practical and workable ways.

    Image Credits:
    Team Silhouettes https://pixabay.com/en/team-silhouettes-personal-965093/
    Early Bird https://pixabay.com/en/grouse-sunrise-scotland-birding-1107407/
    Team Spirit https://pixabay.com/en/businessman-team-spirit-teamwork-1492563/

     

    We want to hear from you, what are your favorite tips for better organization? Share some of your organization skills, tips and tricks in the comments below.

     

    Stacey Marone is a freelance writer and adviser who helps individuals and organizations get better results in leadership and time-management. In her free time, she also does volunteer work and organizes activities for children. Her passions involve painting, reading, and writing. You can follow her on twitter.

     

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    The post 9 Ways to Improve Your Organization Skills appeared first on Office Dynamics.

     
  • feedwordpress 15:00:00 on 2018/03/30 Permalink
    Tags: , Organizational Skills   

    Make a Connection with Vacation 

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    Connection with vacation

    A few years ago I was out of the office for 12 days! The first 3 days, I had business in Cincinnati.  I then went from Cincinnati to Ft. Myers, Florida to join my 86-year old (active) father and my stepmom for a 9-day vacation.  This was a long-awaited and much-needed vacation and thank goodness for my Dad and Liz who are fun!  We did everything from just chilling out on the beach to sightseeing, shopping, eating and more eating, laughing and reminiscing.

    I tried my best to not be tethered to my phone, emails, texting and more.  It really is important to take a vacation when you are on vacation. Many of you may have already taken your spring break or might just be getting ready to go on vacation so I’d like to provide some tips either way.

    Post Vacation

    Of course, when you get home from vacation, you feel like you never even went away. But if you have had a good rest, you should be full of energy and ready to jump into your work.

    Those first two days back can feel overwhelming.  Emails have backed up or even if you were checking email, you still go back through to make sure you didn’t miss anything or you now have to take action on your emails.  Keep in mind that you can only do so much in 8 hours. Be easy on yourself; pace yourself; and take one item at a time.

    Prioritize and then focus.  As you view everything that has come across your desk whether they are phone calls, new assignments from your executive or your own project work:

    1. Assess all of it.
    2. Prioritize — seriously!  Ask yourself, “What is the impact if I don’t get this done in the next 48 hours?” That should help you sort your A priorities from your B and C.
    3. Focus.  That is key.  Stay focused on each task as you move through them.
    4. Cluster your time. For example, you would work on your Item A Priority; then make a few telephone calls; then sort through emails. This is far more effective than jumping around like a bouncing ball.
    5. Communicate realistic deadlines and when you can accomplish tasks that have been requested of you.  If you know you won’t have “X” done until Thursday,     don’t promise it for Tuesday at 5:00.  Be real with people.

    Pre Vacation

    There always seems to be last-minute chaos just before going on vacation.  I knew in plenty of time that my March vacation was coming up.  My initial thought (months out) was that I would take my time and pack over several weekends; meaning just pulling some clothes here and there or shoes and beach attire so I wouldn’t be rushed at the last minute.  Not so.  I was so busy with work, traveling, and teaching full-day workshops that I did not really start pulling clothes and packing until the night before my flight was departing.  Considering I was rushed, I did a fairly good job other than I brought more clothes than I needed, which I regretted after being on vacation and purchasing several items to bring home to family, Jasmine, and Michele.

    The one item I was good at was arranging who would handle mail, papers, watching my dogs and house, etc.

    Some words of advice, if you are traveling soon for vacation.

    1. After you have pulled all your clothes and shoes, put back 25% of it. Most likely, you will never wear them.
    2. Always leave some space for the goodies you buy on your trip.
    3. Be sure the individual(s) at the office who is/are covering for you or occasionally assisting, are briefed on important meetings, information, resources, who to reach and how to reach that person in an emergency situation.
    4. Pack a good book to read or grab your Kindle.  Vacations are a wonderful time to catch up on your reading.
    5. Take business cards.  Even though you are on vacation, you may meet people on the airplane or at a restaurant.  We made several new “friends” on our vacation. By the way, be willing to talk to people who are sitting next to you. It is a really small world.

    (During Vacation–remember coworkers who might be holding down the fort for you or filling in for you.  You don’t have to spend a lot of money.  A little souvenir or gift goes a long way.)

    I could list about 20 more things, however, I think you get the message.  The most important advice I want to give is to relax as much as you can when you are on vacation. If you are traveling with family or friends, pay attention to them.  Don’t be texting at the dinner table or during conversations.  Be fully engaged and take advantage of that special time, which you will never live again.

    – Joan Burge

    The post Make a Connection with Vacation appeared first on Office Dynamics.

     
  • feedwordpress 15:30:21 on 2018/03/14 Permalink
    Tags: , Organizational Skills, , ,   

    How to Maximize Time with Your Children 

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    Like most working mothers, I just never seemed to have enough time with my two children. Trying to balance work, with raising a family, keeping up with laundry, shopping, cleaning, cooking (the list is endless) was always a challenge.

    As with all working mothers, my biggest concern was for my children. I knew that the time with them had to be quality time well spent. I needed to maximize every moment we had together, just as I know you want to maximize your time with your children.

    Drive time seemed to be the best opportunity since it seemed that a lot of time we spent together was in the car. I decided not to let the kids play with their video games, I turned off my cell phone (NOTHING was more important than my children – whoever it was could wait), and any other distractions.

    One simple thing you can start doing to maximize time with your children.

    I had their full attention and they had mine (of course, I kept my eyes on the road)! So, we started playing quiz games. I would quiz them, they would quiz me. For fun, we kept score. “What is the capital of Florida? Who was the first president of the USA? Annapolis is the capital of what state? If I had $5 and bought a book for $3.75, how much change would I get back? Name five animals that are mammals.” It became so much fun for them (and for me) that they would race to the car so we could start playing our game.

    After school, they couldn’t wait to quiz me on information they had learned that day. I must say, some of their questions really stumped me! This was even instrumental in building their self-esteem. We did this on road trip vacations, as well.

    Amazingly, they grew to become excellent students, with a high level of self-confidence. (At the time of this post.) My son is now finishing his second year at Johns Hopkins Medical School and my daughter has her master’s degree from Northwestern University.

    This post was contributed by Office Dynamics Certified Trainer and Speaker, Kathy Tosoian.

    Working parents, we’d like to hear from you. This is just one idea but there are so many ways we can build stronger connections with our children and maximize our time together. What are some special things you do to maximize time with your children? Please share in the comments below.

    The post How to Maximize Time with Your Children appeared first on Office Dynamics.

     
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