Archive for October, 2009

With all this talk about improving your productivity and keeping yourself on top of your workload, one is forced to consider their organization methods. While some of your methods may be highly effective, there are probably a few that are not. Read on for 10 quick tips to keep yourself organized at work and home.

1. Make Lists. Lists are your new best friend. Writing down everything you have to do in a day will help you remember, as well as keep track of your progress with each task. This will not only keep you organized, but will give you a sense of accomplishment every time you scratch something off your list. When you first get to work, open a text file and write down all the things you need to do that day. Just seeing it in front of you will help with your time management.
2. Prioritize. After you’ve made that text file list, write it down on paper in order of priority. This way, you know what you need to start with, and what you should really put your attention on.
3. Time Yourself. A good way to know what you’re capable of is to time how long it takes you to complete each task. For people who offer quotes to their customers, this helps you to provide them with an accurate quote, which will keep your customer happy. For those who don’t provide quotes, it will offer you a better sense of how much you can do in a day, so that you don’t end up overloading yourself.
4. Use a White Board. White boards are a great way to keep random information you need, without wasting pages and pages of paper. Keeping a standard paper-sized dry-erase sheet with a dry erase marker will give you a place to write down the information that you need to refer to for specific projects, but won’t need later on in the day. At the end of the day, write down any of the information on the white board you’ll need later on paper, and fully erase your board. Nothing is nicer than starting the next day with a clean slate.
5. Avoid Multi-Tasking. For most people over 30, it’s a challenge to stay focused while multi-tasking. While the 20-somethings are more adapted to multi-tasking than the older generation, it still reduces productivity and can mean your work isn’t completed to the best of you ability.
6. Use File Management. While this is something very important for people like graphic designers, it is just as important for the everyday employee using a computer. Keeping your files organized will reduce the amount of time it takes you to find the file you need, and will make it easier for others to find files on your computer when you’re out of the office. Besides, nothing is more frustrating than opening your “My Documents” folder and having to scroll though the whole list of junk you have saved.
7. Manage Your E-mail & Phone Calls. One of the hardest parts of keeping yourself on track is the constant interruptions. E-mails and phone calls come whenever they feel like, which leaves you dropping whatever you may be working on to answer them. When completing something of utmost importance, ignore your e-mail, and let your calls go to voicemail. After you’ve completed your task, check both and respond ASAP.
8. Reduce Clutter. A problem that many people have is difficulty finding things in their workspace. Keeping your desk organized is just as important as file management. Without it, you would be sitting in a pile of papers with no idea where to find anything. For your sanity’s sake, keep your workspace clutter-free to help keep you more organized. Not only will this make you happier, it will reduce your stress level!
9. Spend 5-10 minutes cleaning. At the end of the day, spend the last 5-10 minutes re-organizing your desk for the next day. If you know there’s something specific you want to focus on the next day, keep that on the top of your pile of folders. This will help your day following to start much smoother.
10. Use ONE Organizing Tool. As much as people push these electronic organizing tools (calendars, PDAs, etc.), you have to use one that will work for you. The best way to keep yourself organized is to keep all your information in one place, so try to use one tool instead of 3. If you don’t have a PDA and can’t access your electronic organizer from your cell phone or from home, maybe it’s not the best method. I personally prefer to use an everyday paper planner, just because I can keep it in my purse and have it at my fingertips at all times.

Everyone is different, which makes it hard to determine the best way to deal with someone. If you’re having difficulty with a person, the best way to help is consider who you’re dealing with, and go from there.

Types of Coworkers

The Know It All

This person is generally always right, and knows it. When you’re having issues with a person like this, the best way to deal with it is come to them calm and collected. In private, tell them that you feel you’ve been having issues, and you need them to be understanding. Coming to the know it all with a calm relaxed manner puts them at ease.

The Team Player/Enthusiast

These people are very excited, and always willing to help. If you ever feel you’re having an issue, the team player will be willing to fix it immediately, to keep everyone happy and eager.

The Forgetter

It’s common to find one person in your office completely forgets assignments or responsibilities and completely abandons them. This can cause problems and stress for you and your other co-workers. If you’re working together, be sure to update them with progress reports along the way, and expect them to reciprocate. This will ensure their work is getting done, and they’ll feel as though they’re keeping up with everyone else.

The Joker

Some people just take work to lightly. If you have a problem with the joker’s comedy hour, be sure to tell them in private that you find their jokes distracting. Be careful in your wording, as some jokers take things very personally.

The Turtle

Some people…. are incapable….. of speaking at a normal speed. Not only does this kill your attention span, but it makes it impossible to get anything done. The best way to avoid issues with these people is to communicate via e-mail. That way they can take as long as they’d like to think about what they’d want to say, and you can read it at your own pace.

The Steamroller

There’s one in every office. The person that’s willing to squash you to get ahead. Stay wary of this person, as they can cause problems you never even thought of! If you come across an issue with a steamroller, being straight and to the point keeps things nice and simple.

The Do It All

Everyone thinks they can conquer the world. Unfortunately, some people actually try to do that by taking on more than they can handle. If you notice that this person seems stressed and you’ve got some extra time, ask them if they require any assistance. Not only will this let the Do-It-All know you care about them, but it will also keep their stress levels down.

The Expert

Some people are naturally modest about what they are capable of. Generally, these are the people that can do anything, without stress or issue. The best way to deal with this co-worker is to make them aware of how much you appreciate their assistance. They will fully appreciate your gratitude.

The Scatterbrain

As hard as some people try, it can be impossible for them to stay organized. To prevent any issues you can foresee when dealing with a scatterbrain, organize your information to the point where it’s almost impossible to unorganize it. You may not receive it back that way, but the organization system you had in place should help you to put it back together in no time.

The Whiner

In every group there’s someone who’s got something to complain about. Nothing is ever good enough for some people, and it just seems to get worse as you get to know them. If you have an issue with this person, discuss the problem very professionally, and don’t allow them the opportunity to complain about it. Once you’ve expressed your issue, if they seem uninterested, explain the importance to them, and they should get the point.

Remember, regardless of who you’re dealing with you should always keep it in a professional manner at work. This will keep things from getting complicated and confusing.

Building B2B Relationships can be hard; especially when you’re new to the company you’re working for. Not only are you trying to stay friendly with your co-workers, but dealing with potential customers and suppliers can be just as complicated. To follow are some quick ideas to keep things friendly.

1. Keep Notes. When you’re first starting out it can be hard to keep track of the people you deal with on a day to day basis, and nothing is more embarrassing than forgetting someone’s name. To keep yourself on track, keep a record of the people you deal with. The best way is to keep a brief company profile, and include in it information about each employee you’re dealing with. Brian works at Company A, and his hobbies include fishing, biking, and camping. Not only will this keep you on track, it will give you something to talk about to keep things friendly! If you’re really forgetful, or deal with numerous people from a company, include physical descriptions of the people you’ve met.
2. Be interested in their business. A big part of understanding your business is understanding your client’s business. Without the grasping your client’s business, you won’t know what you have to offer them!
3. Stay in Contact. It’s important to keep in touch with everyone you deal with. Whether it is simply answering e-mails or phone calls, be sure to keep on top of your communication!
4. Pay Attention. Keep track of what’s going on with your customers, and you’ll find they appreciate your opinion and thoughts much more. It’s important to keep track of progress your customers are making with their business, and well as anything exciting that’s going on with them at home. This is key in keeping a business relationship strong.
5. Keep it upbeat. No matter what you’re dealing with at home, you shouldn’t be spreading gloom and doom to your customers. Everybody has issues, and dealing with someone who can’t keep their emotions in check can be discouraging. Do you really want someone keeping your books when they can’t seem to keep track of themselves?
6. NEVER Criticize. No matter what’s going on with your clients, you should not be gossiping about it to other clients. Gossip can spread literally in seconds, and it really benefits no one. The detriment that gossip causes will not only affect the person you talked about, but also the person you said it to!
7. Be honest. Honesty is a major factor in any relationship, and lying always ends up coming out somehow later on. Being honest with your client not only shows your integrity, it also shows that you value this client as a person, and aren’t only thinking about the sell. It’s people that show their integrity first that I would rather deal with than someone trying to pull the wool over my eyes.
8. Follow Up. Few people realize the importance of a follow up call or e-mail. Something so simple can have a major effect on the outcome of a B2B relationship. Follow up contact shows that you are still there to support the client after making a sale.
9. Stay on top of networking. Believe it or not, staying active in the social community is an important part of staying active in the business world. Networking meetings, seminars, and other group sessions are a good way to meet new people, and reconnect with other people. If social events aren’t quite your thing, another good way to stay involved is to remain active in the virtual networking world. Websites like LinkedIn can keep coworkers, suppliers and customers all in contact, without as much face to face time as attending social events.
10. Offer Networking Help. If you find a client looking for specific assistance with something, considering if you have a client in that field. Connecting your clients can show your dedication to your employees, because not only are you solving a problem, you’re creating more work for your other client, benefiting everyone in the end.