Office Organization

Use a planner to track appointments and tasks. It can be a paper-based notebook, a computer software program, or an electronic handheld device.
Create at least one hour of uninterrupted time per day to tackle projects and action items.
Allocate twice as much time for a task as you think it will take. This accommodates for interruptions and stopping to get more information.
Break large projects down into small, sequential steps. Schedule these steps into your day with your planner.

Keep only supplies you need on a daily basis on your desktop.
Create a paper flow system for your incoming documents.
Use your in box only for items that haven’t yet been reviewed.
Avoid looking at documents and placing them back on the desk. Follow through with the decision you have made about the document.

Write an agenda before making a phone call so you don’t forget the important points.
Keep a record or schedule follow-up calls of what you’ve delegated so it doesn’t fall through the cracks.
Be clear about the response you need when sending messages to colleagues. They can then provide a full response, even if they don’t reach you directly.

Create a filing system for your electronic documents that mirrors the one you have for paper. Sort, file, and purge electronic information regularly.
Keep a file index (a master list of file names). Check the index before creating a new file to avoid making duplicates. Also use it when deciding where to put new documents.
Refer to your company’s records retention plan for guidance on how long to keep documents.
Keep the most recent papers in the front of the file. Whenever you open it, the current information will be on top.

National Association of Professional Organizers