New Job Organization
How to set up a system to keep a work space organized when starting
Dec 10, 2006
Starting a new job can be rough. The first week is exhausting as your learning curve is high and information overload tends to happen. Starting systems to organize files, emails and tasks early will help you adapt to your new environment and keep you on top of your workload.
File Management
You may decide that you will work hard to create a paper-less system or at least reduce the amount of paper you are working with in the new job. This will decrease the need for a large number of paper files. However, this will mean that you’ll need to create a good electronic filing system on a computer drive.
The first step is to take your job description and break it down into 4-5 main categories of duties. This will help you create the framework for a filing system. Create e-folders for each of your duty categories and then sub folders to help keep the documents sorted. Use the same headings on hanging and regular file folders.
Email Management
Start by creating folders in your inbox for each of your duty categories so that you can file emails that you need to keep for future reference. Alternatively, you can create files for each person or department that you work with. Choose folder names that make most sense from a retrieval point of view i.e. how would you look for the email – by the subject or the person who sent it to you?
Make a promise to yourself that you will file or delete all the emails you get in a day by the end of the day and keep your inbox empty for new arrivals. If you use a program that allows you to flag emails, you can flag the emails for future reference or follow-up. If the email contains information that needs follow-up, flag it with a red flag. If the email contains information that you need as reference, flag it with a blue flag. Flagging an email allows you to retrieve it by its flag regardless of where it is filed.
Task Management
Start a “to do” list immediately and buy a day timer or use an electronic calendar to record time sensitive tasks and appointments. Keep all your tasks and appointments in one place.
Work Area Management
Spend some time organizing your work area for maximum efficiency. Get rid of old files from your predecessor if they are not relevant to your current tasks. Rearrange, tidy and sort any supplies or other items so that you know where things are located. Order new supplies if needed – especially supplies to help you colour code and organize your new filing system.
Good luck on your new job!
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Copyright © 2006, Joni Rose and Suite 101. All rights reserved. Any unauthorized use will constitute an infringement of copyright.
