Earlier today, a client sent me a link to this great article by Michael Spremulli, corporate personality profiler and CEO of Chrysalis Corporation. The article talks about how disorganization costs employers time and money.
These numbers were particularly sobering:
“In the average small business, each staff member spends at least 3 to 5 hours per week looking for information. At an hourly rate of $12 per hour that adds up to over $2,800 per employee per annum. Even worse, can you afford to hire and retain employees who spend 15 percent of their work week looking for misplaced information?
“Even with widespread computer usage, 70% of all documentation remains paper based. The average usable life-span of a document is only 30 to 90 days. Often they are never accessed again after this time. Office space is at a premium though – and the more files you have the more space required which leaves less space for additional staff members to grow your business and/or higher rent for storage space.”
Michael goes on to say that organization is an essential competency in an employee. What are some things that you can do as an employee to become more organized? Or, if you’re an employer, how can you encourage organization in the workplace?
Here are three tools to help you get started on the path to de-cluttering your life.
1.) Evernote. We’ve written about Evernote before, but I can’t stress enough how great this tool is. Evernote can capture your notes, pictures, and files and you can access them later from anywhere (your computer, phone, mobile device). Using Evernote will help you stay organized and go paperless. Scan handwritten notes into Evernote, and you can even search by the text in your handwriting! It’s an easy way to get all that paper off of your desk.
2.) Use a to-do list or reminder system. Using a task manager to organize and prioritize tasks is crucial if you want to stay organized in a busy job. Here are some options:
- Tasks in Microsoft Outlook (Pros: easy to to flag emails and add them as tasks. Cons: Difficult to access on multiple devices)
- Wunderlist (Pros: easily create separate lists based on priority and category, works on multiple devices. Cons: Can’t create a task from an email)
- Re.minder (Set reminders for yourself on your iPhone)
3.) Free some space and frustration by going paperless. If you’re constantly searching for old documents in overstuffed file cabinets, it might be time to consider a document management system. Using a DMS, you can scan and store your documents electronically for easy tracking and searching later on. If you’re interested in learning more about document management, contact us.
Another way to go paperless…
Win this Lenovo ThinkPad Tablet powered by Android when you attend our Technology Symposium! Using a stylus, you’ll be able to take handwritten notes and translate them to type. Watch this demo to see the ThinkPad Tablet in action.