The beginning of the year is the ideal time to sit down with your team and review the office organizing systems and strategies that you’ve been utilizing throughout the prior year. This is an opportunity to review what is working, what isn’t, what new systems might need to be introduced, and what needs to be tweaked. Here’s an easy to follow 4-step process that this NYC Professional Office Organizer suggests for reviewing your office organizing systems with your team.
Review (or develop) your Standard Operating Procedures. It’s important to have a set of standards so that your team knows what is expected of them. Include job descriptions, important company policies, and procedures they need to know. This is also where you include organizing systems and strategies that keeps your team productive – such as your filing system or email management process. If you have one in place, now is a great time to review them with your staff so everyone starts the year on the same page. If you have not created a SOP for your business, now is the time to put it together.
Set expectations for your team. Hold a meeting to discuss your goals. Talk about those organizing systems that are working, and get feedback on areas that may need to be addressed. Discuss your goals for the business and your goals for the systems in your office. Gather input from your team and also have them set goals for themselves as well.
Provide training and assistance as needed. After you identify those organizing systems which are creating issues, brainstorm solutions and provide additional training and assistance to your staff as needed. Reviewing policies, providing specific training on challenging steps, and providing the tools needed to work within the systems are all important steps in the process.
Give positive feedback and follow-up with help. As you see your staff working efficiently and utilizing the office organizing systems you have in place, provide them with positive feedback. This encouragement will help them continue to be productive. For those who need additional support, make sure to follow-up and see that they received additional training and tools as needed. If there were specific organizing systems that required changes, be sure to follow up with your staff to see if the changes have worked.
Involving your entire staff in your office organizing strategies is important. Share your goals, provide the training and tools, and celebrate the success as you enjoy the start of a productive year together. For more hands-on tips and office organizing strategies, reach out to this NYC Professional Office Organizer.