Office Health 101: Establish a Smooth Flow of Information

If you think about the flow of information in your office – emails, phone messages, documents, etc.  it really is like a circulatory system for your business. A steady stream of communication at a continuous pace, physically, visually and verbally is the main artery for your operation and will lead to a healthy business. But if those arteries get clogged-up with disorganization, sooner or later you’re going to have a crisis on your hands!

With that visual in mind, take a look around your office. Is it a place of efficiency and productivity, or is it a disorganized place filled with lost information and constant confusion? If your office is the later and not the former, then read on…these are key areas to improve your current circumstances and to protect yourself from being devoured by information overload.

Remember the golden rule – a place for everything and everything in its place!

1. Start by prioritizing your daily tasks by what level of attention they need: low priority, high priority, urgent, etc.

2. Make a daily ‘to do list’ and check off the tasks as you complete them. This will help you avoid procrastination and last minute panic while giving you a sense of satisfaction and accomplishment.

3. Shred or recycle duplicate documents – or try scanning documents and saving them by creating electronic folders. Not only will you help the environment, but you can use a search option to find lost documents in a hurry.

Your office environment is so important to the health of your business. When your office is efficient and organized, you will be more productive with your time, plus you will notice a reduction in the level of stress in your life.

Your office will soon reflect a high standard of professionalism with established systems in place for smooth operations. An atmosphere you will be proud to invite your clients and colleagues for meetings.

To learn more about organizing your office health, I recommend reading:  

Getting Things Done – The Art of Stress Free Productivity by David Allen, 2002         
BIG IDEAS for growing your small business by Frances McGuckin, 2004

Elizabeth Densmore

Elizabeth Densmore is the owner of Office 2 Office Business Solutions in West Kelowna, BC. Office 2 Office Business Solutions offers a range of office efficiencies for your small business to operate at top capacity by introducing the tools, training and strategies to become more effective and productive. Elizabeth provides the guidance to streamline systems that accelerate, organize and simplify everyday processes.

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