Organize to Increase Productivity and Efficiency

by Michelle Cooper, CPO, and Linda Lanier
Put It There Professional Organizing

While the goal of getting more organized may be lofty for some, even small steps can help you get where you ultimately want to be or allow those that consider themselves fairly organized to feel even more so. After all, the goal of good organizational systems is really to increase one’s efficiency. Neat, clean and tidy may or may not mean the same thing as organized.

The first question to ask yourself is, “Why do I want to be more organized?” You cannot expect to meet any organizational goals without first knowing why it is important to you and what you hope to gain from the change in habits and routines that are sure to come with the plan.

Do you want to represent your clients more effectively? Do you find that you are not as productive as you would like? Have you fallen prey to missed opportunities? Have you missed deadlines? Do you want to present a more professional image? Are you ashamed to meet with your clients in your office? Do you want to balance work and family commitments better? And as rare as it may seem, have you been threatened with a malpractice claim?

These are all costs of disorganization. On the flip side, the benefits of being more organized include less stress, a good professional image, more time to enjoy the activities you enjoy most, and an overall healthier lifestyle.

Consider this: “A survey has shown that people spend an average of 22 minutes per day looking for items on or around their desks. At a billable rate of $150/hour this adds up to more than $12,000 per year.” Treacey, Declan, Clear Your Desk! Dover, New Hampshire: Dearborn Publishing Group, 1992.

Okay, you may be sold by now that getting more organized should be a priority. But first a few ground rules. Being organized is very personal. There is no one way to do it. The main goal is increased productivity and efficiency. Don’t waste time figuring out which way is marginally better than another. Don’t aim for perfection – there is a difference between perfection, excellence and good enough. Which system you use is not what is important – what is important is just making sure you have one. Newer, fancier, and more expensive does not ensure it is the best one for you. The systems and products you use will evolve over time.

Where should you start? We believe that paper management is the one area where you will get the most bang for your buck. We live in a very paper-heavy culture and the legal field is arguably one of the worst. Paper can be the root of all evil and just about everyone struggles. Computers and email have not relieved the problem. In fact they have added to it. Paper management is by far the no. 1 reason clients call us for help.

Three types of file systems must be put into place. The idea is to literally create a flow.

1. Action Files/Tickler Files
These files need to be readily available. They are where you sort all incoming mail and urgent “to do” items. It is not meant to be a place to store papers for too long. Rather, it needs to be cleaned out on a regular basis.

Sample Action File categories include: To Call, To Pay, To File, To Read, To Take Home, to Discuss (with as many people as you regularly work with), To Copy, To Fax, To Email, To Research, Pending (for any items that you are waiting to hear back on), Events (perfect for upcoming travel papers, upcoming continuing legal classes, etc.).

A Tickler File consists of folders marked 1-31 for each day of the current month, a folder for each month of the year and then one labeled Next Year. When putting papers into a daily 1-31 file, make sure you are not assigning a task on a holiday or weekend.

It is not necessary to have both an Action File system and a Tickler File system. Pick one that feels the most organic to you and commit to it. You are merely setting up a place for papers that need action in a temporary place. The top of your desk and the floor are not the best choices!

While we do not necessarily subscribe to the “touch each piece of paper only once” theory, try to make quick decisions on where to put papers in a methodical manner and touch them as few times as possible.

As paper comes into your office, ask yourself what needs to be done to it. Can it be referred to someone else? Do you even need it? If you do need it, is it an action item or something that just needs to be filed for later reference?

Once action papers have been acted on, ask these questions again. Do you still need it? If not, then toss or shred. If yes, then file in a more permanent reference file system.

2. Project Files
These are your current client/case matters. Break these down into sub files as much as possible, i.e., correspondence, briefs, research, pleadings, etc. Create a one-sheet check list or flow chart to attach to the front of each file. At the top, have all the client contact information. Clearly mark each file with a brief description so you can tell which file is which without having to leaf through it. Label each file so you can read it if it is in a drawer or on your desk in a pile.

General Location Guidelines
Files you are currently working on should be on or in your desk. Active files that you are not currently working on should be some place else in your office or, even better, with your assistant. Inactive files less than one year old can be in a file drawer in your office or with your assistant. Inactive files more than one year old should be moved to storage.

3. Reference Files
The key to a successful system is keeping it simple. Your goal should be to very quickly and easily read all file tabs in each drawer.

All labels should begin with a noun. For example: Travel-Domestic versus Domestic Travel. That way all related Travel files will alphabetically be near each other versus scattered over several different file drawers.

Create broad categories. It is better to have fewer, fatter files than too many little ones, although files bursting at the seams are not ideal either. Try to find the right balance between files with only a few sheets of paper in them and ones that are bursting.

Make a date to clean out your file system once a year. Purge files that are no longer needed, archive old papers, and make new files.

Create a file index that is housed in the front so you can quickly glance over all file categories.

If you are not sure which file to put a piece of paper in or if it could just as easily go in more than one file, pick one and place a sheet of paper in the other(s) that reads “Go to . . .”

Make sure your assistant knows your system so she can assist you with filing.

If you can get your paper in better control and flowing more efficiently, you will feel much more on top of your game. This is the one area that really will give you the most bang for your buck! Good luck!

Michelle Cooper, CPO and Linda Lanier
Put It There Professional Organizing
404-784-2100
www.put-it-there.com
michelle@put-it-there.com
linda@put-it-there.com