Dear Friends,
This week we are touching on our Payroll SHE members.
These messages are not just for Payroll SHEs, but they can help all of us,
in our own world of work, either volunteer, part time job, home based
business, and home office for just paying bills.
Many of our Payroll
SHEs, live a double life. You know who you are! You are the SHEs that look
Born Organized at work and live in clutter and chaos at home; Ashamed to
have anyone over to your home for fear of someone finding out your dirty
little secret. This way of living is not good for your health. The stress
is weighing you down. It is time to get your home as neat and orderly as
your office. Many SHEs have savant talents, even though their home is really
messy. Some members rally during holiday seasons, others do well at work,
and still some can take care of laundry and cooking without many
problems. I have always had the ability to keep my checkbook balanced
and actually enjoyed it. LOL
We are teaching you how to get the
handle on your home, but what if you are just as messy and chaotic at work.
You need our help too. Did you know that this system transfers to you work
place. I know you are anxious to find out just how this can translate.
At home you start your day with your morning routine, at work,
you need to use a start your day routine too. Name it what you like, but
this is going to change your life too. Write your routine down on a
piece of paper and put it in a sheet protector. Also put the End of day
routine on the back side.
So how do you start your day?
Let's hope
you start this with your End of Day Routine the day before. Don't start this
2 minutes before you walk out the door.
- Clear off your desk and straighten your top drawer
- Start a To Do list for tomorrow.
- Make a list of calls to make.
- Turn off computers and other appliances (coffee pot, copy machines etc)
- Pack up your stuff to go home. Lunch bag, Brief
Cases, home work, comfortable shoes, etc.
- Check your piles and put projects in order of priority for the morning.
- Turn off lights.
- Leave your desk in wonderful shape to welcome you in the morning. This is
your Shiny Sink. Look back on your office and smile.
Then when you get to
work in the morning. You are going to be so happy that you don't have to
look at a messy desk.
- On the way to work, start your transition to work mode. Think about your day and visualize your do to list being completed. Grab a flower from your garden for your desk.
- So what do you do first when you get to work. Get Coffee, or water for your desk? Don't stand around and gossip. There will be time for talk later. Say your
good mornings and get your day started by not getting sidetracked.
- Put away your coat or sweater. Lunch in the Refrigerator.
- Check your appointment schedule/meetings, gather items needed for them.
- Check your email. No, Wait until you make your calls and do your to do list. Computer time will come. It won't take long to get these things out of the way first.
- Now you can check your email.
- If your projects take all day, then check your email at the top of the hour.
- Open mail.
- At 10:00am, Take a small break and breathe and do some seated stretching exercises, hands, wrists, ankles and legs.
If you can step outside, get some fresh air.
You know the order that these things need to be done in your office, you have to
adapt your morning routine to fit your supervisors standards. If you are the
boss, then focus on what the priorities are for the day.
Now let's think about your desk, your office or cubical; It is time to divide it into zones.
- Zone 1: your files
- Zone 2: Desk Top, In box and out box
- Zone 3: Left Desk drawers
- Zone 4: Right Desk Drawers
- Zone 5: Credenza behind you or shelf above your head.
This may not work for you, but you get the picture. Adapt it for
your workstation.Soon you will get the hang of spend about 15 minutes a
day focusing on this area of you're your office. Keeping things straight
and in good working order.
Monday Morning after you have done your
morning routine, look at the week ahead and take a few minutes to prioritize
your goals for this week. Then get started on your goals.
Tuesdays:
Have lunch with a friend; treat yourself to a rose for your deck. You
deserve to take care and spoil yourself. Have a little fun.
Wednesdays:
Is your Anti-procrastination Day. Tackle those jobs you have been putting
off for a week and get them off of your To Do list. You know the ones that
have been ending up on the bottom of your To Do List each day and not
getting marked off. At least do one of them. The weight and guilt will be
lifted and you will feel better and less stressed. Also on Wednesday, send a
co-worker a thank you note. Keep a pretty note pad in your desk for this
purpose.
Thursday: Check your offices supplies and place orders or
gather them from the supply closet, so you won't run out during your
work.
On Fridays do your Weekly Office Blessing, Get things cleaned up so
you can come in on Monday to a nice workplace. Look at next week's
schedule and work on a weekly plan for the next week. Spend about 10
minutes tidying and about 5 minutes planning the next week.
Now do
you see how you can transfer Pam and Peggy's system to your office. This
will only take a few minutes and it will keep your desk and workspace in
good working order. You can do this.
But I hear you! You have the
problem of things piling up on your deck all day long. As your phone rings
and you have to put out fires. I know how this practice of not being able to
finish what you are doing can overwhelm you, when you get another phone
call. The files on your desk, begin to take on a life of your own. So how do
you handle this problem? Last year, I gave a couple of our Social Workers a
couple of ideas.
Design a form that you use when taking those phone
calls. Use a fill in the blank type form and basic questions. Color code the
paper! So you can also find it easily. Use your favorite color or a bright
color.
Date___________ Time of Call:_________
Who__________ Phone number_______________
What they need_____________________________
By this date _____________
Contacts___________________
Follow up:_____________________
Completed _____________________ (THIS IS WHERE
YOU PUT YOUR CHECK MARK!!!! AND YOUR PAT ON THE BACK FOR A JOB WELL
DONE.
If you have a file for this person, paper clip this to the front of
the file and place it right in front of you. Now don't set it on a pile.
I know this is exactly what you want to do. I know you probably can not put
the phone on hold, but take 30 seconds after the call is over to do what
needs to be done, or do it while you are on the phone with this person.
After you finish the task, place the page in the file so you can document
your actions.
This is a Do it Now Policy or Right away is the easy way
Method. Then you can finish some of the things on your desk, before you
start a new project. Only having one task out at a time, will help keep you
from getting sidetracked. This is usually the problem with your messy
desk.
These are just a few of the tips that I can think of that may help
you with your office problems. I know that I have not covered all the
things that affect your career. If you need more help, then read Suze
Orman's Books, The Nine Steps to Financial Freedom and The Courage to be
Rich. She teaches us to keep our offices and our desks in good order,
because this show respect for your money. When we respect our money, this
will bring more money into lives. She has many testimonials to prove that
this works. Our members can testify to the same in their life. As they get
rid of the clutter on their desks, they have found money, jewelry, and items
of value. They have even increased their business because of this renewed
respect for themselves and their money. More money has shown up in their
mailboxes. Try it, if you don't believe me and Prove Suze and I wrong.
Are you ready to FLY while at work?
