Drowning in Paper

Does it ever feel like you’re drowning in paper?!

Here are some practical ways to control paperwork before it overwhelms you.

If you find it difficult to get any work done because your desk looks like it has been the venue for a rats' picnic, you could be suffering from "desk stress." Those piles of paper that never seem to decrease may be indications of over-work, lack of delegating ability or a basically disorganised approach to business.

Try this simple test by asking yourself 10 questions:

1. Are there ten or more items on my desk right now?

2. Are there more than three files or projects on my desk right now?

3. Does my desk have an in-basket?

4. Do I put my desk work into separate piles?

5. In the last week have I had trouble finding something on my desk?

6. Do other people think twice before putting something on my desk?

7. Is there a pile of unread work within sight on my desk right now?

8. Am I known for a messy desk?

9. Can other people find things on my desk?

10. Do I try to clear my desk every night?

Score one point for each 'YES' answer.

If you scored 7-10 you would be in Intensive Care if Desk Stress were a medical condition. Your messy desk is hampering your productivity and could affect how others see you.

If you scored 5-6 points you may still be a Desk Stress candidate who is wasting valuable time and energy because of your messy desk. You must get organised and take control of your working environment.

If you scored 1-4 points you appear to have overcome Desk Stress, at least temporarily, but should vigilantly watch the mountain of memos, papers, messages and reading that will accumulate if you let it.

If you scored high you need a Priority Management system based on the Four Ds

1. Do It

2. Delegate It

3. Decide when you are going to do it

4. Destroy It

The first is the easiest. Dig in and begin to clear the pile right now.

Delegating takes more skill, since you can delegate work downwards, sideways or upwards. It is often easier to delegate something upwards, particularly to power-crazed bosses who take on more than they should.

The third D is the most important, because deciding when to do it controls your overall approach to your job.

The fourth D is often the most productive, providing you don't throw away anything important.

Recurring Desk Stress may be symptomatic of just trying to do too much that’s not important. Have another look at Free Advice sheet 1, and if that doesn’t help, it’s probably time to get some practical help. It could be someone to help you sort out any time management problems and increase the overall efficiency of your organisation, or just some admin assistance to take some of that routine work off your shoulders.

If you need help with Desk Stress, or any other issues that would make your business more profitable, call us on 01384 355 444 and select option 1, or email us at doug@exec-tc.com