Professional Organization

Professional Organization

Includes:

0 Office Spaces

0 Custodial Closets

0 Proper communication

Office Spaces

Office Space OrganizationWhy is it important to have an organized office?

0 How your office space looks reflects on how capable you are at your job.

0 We have limited time to do our necessary office work so we need to do it efficiently.

0 Cluttered spaces can frustrate you or others when searching for something.

0 Not being in a permanent state of “catch-up” decreases your stress level and increases your self-esteem.

Steps to an organized office

0Purge, Gather, & Redistribute

0Revise Your Files

0Organize Your Desk

Steps to an organized office0Purge, Gather, & Redistribute

Purge – Eliminate clutter, get rid of broken junk (fix it or chuck it), and remove stuff that just collects dust (if you don’t use it, it just gets in the way).

Gather – Create work zones and put the things that you need for certain tasks in close areas to be more productive.

Redistribute – The things that you don’t use in your office should be moved to the work area that they are used.

Steps to an organized office0Revise Your Files

Get a good labeler – Label shelves, drawers, baskets, and folders. Make it so that finding what you need isn’t a chore.

Manage your file system – If you can eliminate paper you save space, choose whether to keep records and information in digital format or paper.

Create work flow folders – Have a place for everything such as meeting notes, an “IN” box, an “in progress” box, & archive folders for finished projects.

Steps to an organized office0Revise Your Files

Long term filing – Whether you need to use boxes or binders make sure to organize the information that you have to maintain long term. Assign a discard date to your files so you know when you can get rid of them.

File weekly – Set a time and day to look at you filing once a week so that you can stay on top of it. When you do it regularly it takes very little time.

Steps to an organized office0Organize Your Desk

Clean your desk – Remove everything and clean it thoroughly and put back only what you need on a daily basis

Organize your desktop – Organize what is now on your desk so it makes sense. This same principle applies to your computer desktop as well.

Organize your drawers – Have one drawer for personal items and keep like things together (sticky notes with notepads).

Steps to an organized office0Organize Your Desk

Clear your stacks – Sort your mail or incoming stuff right away so you don’t get stacks. Take time to work through what stacks you have and eliminate them.

Straighten up daily – Take a few minutes at the end of the day so that you don’t start the day with something that may frustrate you.

Custodial Closets

Custodial Closet OrganizationWhy is it important to have an organized closet?

0 Clean closets are expected as part of a clean building.

0 How your closets and work areas look reflect on how capable you are at your job.

0 Bright and clean work areas improve moral – you feel better about what you do!

What’s Good & What’s Bad?

Points of a well maintained custodial closet

0Safety0Painting0Fixtures0Organization0 Inventory Control0Hand Cleaning Station0Storing Equipment0Cleaning Cart

Safety0 Chemical storage

• Store away from reactive chemicals, store hazardous chemicals low and acids in an acid cabinet.

0 Disposable products stored high• Light products such as toilet paper stored higher to prevent drop

injuries.

0 Don’t store liquids above dry.0 Proper labeling0 De-junk the closet!0 No food or drink in the closet!0 First aid kit0 It is extremely important that custodial

closets and chemicals are properly locked up!

Painting & general appearance

0Keep paint bright and clean0Repair chipping, flaking, and discoloring

Fixtures

0Use correct shelving, revamp shelves if needed0Use hooks, tool bars, racks, & hose hangers

0Put like things together0Organize the closet by processes (bathroom supplies,

office supplies, classroom supplies, etc.)

Organization

0Stock the closet for the tasks that you will be doing. (closet by restroom should have all the supplies needed for that restroom, etc.)

Inventory control

0Have soap, towel, trash can, sanitizer, lotion, etc. in the closets.

Hand cleaning station

0Store daily use equipment in main closets, keep other equipment in another area.

0Store equipment based on manufactures’ recommendations.

0Properly clean & store after every use. (ie. Hoses, cords, brushes, pads, etc.)

Storing Equipment

0The custodial cart is an extension of the closet and needs to be just as organized and CLEAN!

0Carry only the necessary items on the cart for the job.

Custodial Cart

Proper Communication

Proper CommunicationHow is your message coming across?

How the customer explained it

How the project leader understood it

How the analyst designed it

What the beta testers received

How the project was documented

What operations installed

How it was supported

What the customer really needed

Aspects of good communication

0Being a good speaker

0Being a good listener

0Following up and developing trust

Aspects of good communication0Being a good speaker

Be considerate – Don’t over dominate the conversation and use questions to make sure that you are being understood.

Speak clearly – Don’t mumble or speak in the opposite direction of the listener. Speak at a volume that can be easily heard but not yelling and a speed that is not rushed or to slow.

Stay focused – Be in the conversation and nothing else. Don’t be looking around or at a cell phone or computer. Be brief and to the point so the listener can maintain focus as well.

Learn to read the listener – Pay attention to body language; if the other person seems uncomfortable or inattentive either address the issue or have the conversation at a different time.

Aspects of good communication0Being a good listener

Eliminate distractions – If you can’t focus because of something around you, move. If you can’t focus because you are in a hurry let the other person know so that you can talk another time when you have more time.

Practice reflective listening – Repeat what you think you heard to make sure you heard it correctly (“if I understand you correctly…” or “so what you’re saying is…”). If you don’t understand, ask. It is better to ask then to misunderstand.

Aspects of good communication0Being a good listener

Don’t interrupt and pay attention – Wait for the speaker to finish and don’t spend that time thinking about what you are going to say back.

Maintain eye contact – Whether you are speaking or listening, maintaining eye contact shows that you are interested in the conversation and helps the other person express him/herself more freely.

Aspects of good communication0Following up & developing trust & respect

Have weekly meetings – Having a weekly staff meeting gives you the chance to follow up on as well as deliver new assignments and information. It also gives the staff a chance to express concerns.

Have team building activities – Schedule time to help your team feel like a team!