DESK TOP SYSTEMS

This week I heard a speaker who is a professional “desk organizer”. After the meeting I returned to “my desk” and understood her message. She shared that the only things that should be on top of your desk include a three stack tray labeled in, out and file. Each piece of paper should be handled just once on your desk and then placed in the appropriate box.

She shared that a pencil cup, family picture, a phone, and computer should be the only items that comprise the rest of the “stuff” that occupies your desk top. I added a shredder and a waste basket under my desk.

Because I have a large u-shaped desk, I have built in file cabinets on one side. With an index system on each file I can pull out a file, work on it and then put it back (at least that is how I plan to work from now on.)

One additional item which I consider very important is tracking my daily discussions. I have a spiral notebook on my desk next to my phone. Every time I make a phone call I note who I called, the time, the purpose of my call, the number I called, and the results of the conversation. I also note every call I receive, and note the same information. I find that this provides an ongoing record of my day’s activities and I don’t lose small pieces of paper with notes and numbers.

A notebook on my desk usually lasts three months, and then it is filed. For me, I know no better way of judging productivity and at the same time having a record of prospects and client discussions. If you do this on a regular basis it also serves as support documentation in case of a legal issue or someone saying that you did not do or say something.  Some might prefer a technology based tracking system for calls and discussions such as a word document or a Customer Database.

At the end of your work day your desk will be left clean and organized. I know your production will increase many fold if you follow this simple system. When implementing any new system or process, remember the definition of character to keep you focused: Character, the ability to carry on after the mood has left you.”

Remember, a habit takes 90 days to become ingrained in your mind.

Its tough to create healthy habits but the reward is priceless.