Ways to Stay Organized While Studying, Job Hunting, and in the Office: Part 3

Administrative AssistingNo Comments

Starting a new career can be daunting, so anything you can do to help you perform like a rock star right from the get go is a plus, right? Organization is a great way to make sure you’re staying on top of things, and in today’s post we’ll review a few tips for staying organized on the job.

As a reminder, this is part 3 of our 3-part organizations series:

1. Organizing for effective studying
2. Organizing for an effective job search
3. Staying organized on the job

Let’s bring in home with our job organization tips…

Stay focused. 

In an office, there are many, many distractions and your priorities will vary from day to day.  It is important to keep referring to your to-do tasks, schedule, and calendar throughout the day to ensure you stay on track.  However you chose to keep your schedule (paper planner, computer calendar, etc.), keep it handy and refer to it often.

Keep folders for each person that you work for.

As an administrative or executive assistant, you will likely work for more than one person.  By creating folders for each of your bosses, you will eliminate that inevitable frustration of trying to keep them all straight. In those folders, make sure you write down each individual’s preferences so you don’t mix them up.

For example: You are working for 3 VPs at your company. Bob likes you to send an electronic copy of a candidate’s resume 2 days before a job interview so he can respond back to you for additional information on the candidate before the interview. Mike likes a physical copy of the resume in his box no less than 2 hours before the interview with a candidate.  Sally likes to have both an electronic copy of the resume and a physical copy on her desk no later than 1 day before an interview.  Preferences like this are crucial to keep on top of so that your bosses are properly prepared.  Making note of it in their folders will help you stay organized and on top of the game.

Expand your desk space
No, I don’t mean you should take over someone else’s desk or requisition a larger one from your company’s facilities team.  I mean make better use of the space you do have by getting creative. If you are in a cubicle, you can get some really cool hanging file folders that attach to the cubicle wall.  Stackable paper organizers can also free up real estate on your desktop.

We tend to keep papers long after they are necessary or useful.  Take a few moments each week to triage your papers and make sure that what you have is still vital.  If it isn’t, put it in the recycle or shred bin. This goes a long way to freeing up space to complete your current tasks.

Use the 2-minute rule.

Jamie Novak, author of 1000 Best Quick and Easy Organizing Secrets states that if you can complete a task in two minutes or less, you must do it right then. “File that one folder instead of making a pile to be filed later.  Spend five minutes at the end of the day wrapping up, putting away things you used during the day, and pulling items you’ll need for the next day while creating a top 10 to-do list in order of priority.”

That wraps us up! Do you have any on-the-job organization tips to add? Post them in the comments below!

-Alesa Little
CS Student Support


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