Showing posts with label organizing your desk. Show all posts
Showing posts with label organizing your desk. Show all posts

Tuesday, July 17, 2018

Save time on your email

    Reading and replying to email messages can waste tons of time each day.  There are several tips that I have found work well for me.  I have specific times each day that I check  and respond to emails ( even on Slummer Vacation!!) 

    Once I have looked at an email I figure our first-should I read it? If is is important enough to be read  then  I figure out  the next 6 items.

1) Do- I reply if I can do so in 3 minutes or less.

2) Delay- move to a folder on my email to follow up later.

3) Delegate- I forward it to someone who can  act on it or who really needs to see it.( I do this for staff when I find info that staff might use)

4)Place in folder- this is for items that I need to keep to refer to- something from the District Office , or administration , or my Dept Chair.

5&6) My favorite s: delete it right away, or unsubscribe from the email . This gets rid of the stuff you do not want or need.

  As I have slowly adopted these  strategies, I am not a slave to my emails and not overwhelmed by having to many in my mailbox.

Friday, April 7, 2017

Budget Book- a good way to organize

      A few years back I was on my "notebook ". I organized all my important papers into three ring binders to keep everything straight and items together.   I decided last week  ( I 'm at the middle school now) that the note book organizing was the way to go  to keep like items together.  It worked at the public library  when I had a tiny tiny office,  now here my office is bigger but has even less space  and places to organize important papers.

     The first thing I did was to organize  and figure out how to build my binder. Previously I had items in two hanging file folders that were located on my desk placed in one of my file holders. Every tune I took one out to work on something ( which was weekly) the papers would either fall out or get in the wrong spot.



      So in the binder  I put  four divider tabs.  The first was labeled pending, so all the purchase orders still  out / not received were hole punched and place behind this section. I also made a section marked general in which I placed information about the  budget in general- amounts for  materials and supplies, amounts for chapter 53 ( funds for books state assigned).  So depending on the PO , I placed them in whatever tab they belonged.  These were the completed  Po with items we had received,


     Now when I have budget papers  they are finalized, I hole punch them and put them in the proper section. When I pull out the book, the items stay where they belong.  It makes it easier to grab what I need and also is much easier to keep in order.  MMMMM What else can I put in those binders??

Tuesday, March 28, 2017

Re-Organizing my Desk

    Just last week I was able to re-organize and streamline my desk. I had two sets of hanging files, one of which was not often used , I wanted to get another file cabinet to store the files in but there was not any room in my office for another file cabinet. I do have  a large old teachers desk , where years ago they had some kind of space for either files or a pop up typewriter-( not sure what it was for)
     I ordered two handing file holders to go into the open pop up section. And I ordered  a smallest pencil/file/ post it holder. The supplies came the other day- the company I order from is NY based- S & B computer supplies.
    So the order was faxed on Monday and we got the supplies on thursday.
 Friday I set up the new system. Files used weekly/ monthly were placed in the new hanging file box and put in the 'hole' where the large space  is in the desk.

 Then I re-organized the files I used on a daily basis into the hanging file organizer. The two current projects are file in the small organizer that also holds pens/pencils,post it and scissors . I think it will work great and looks so much neater!

Friday, March 3, 2017

Get ready for tomorrow @ your Library

   No matter if you are in a school or public library , here is an easy  way to prepare  for getting more done   the next work day. At the end of each day, I  stop what ever I am doing  before my quitting time.

   If I am working on a specific project, and it is not completed I put the materials needed in  a file marked with the project name.  I place this file in my to do basket or my file sorter although I am trying to figure out which is the best thing for that.  

  If I have more than one project , then I will have two folders. I really try  not to have more than two things going on at once. The exception is if I have a monthly /yearly project  which then I will already have a file going,

  The other thing that also helps me if cleaning/ organizing my desk and whatever tools I have used that day.So I will leave with a clean desk and my projects for tomorrow.  

  Finally I will  put in my plan book or my planner, the items  that I need to work on the following day. So when I come in the next day , I know just what to do. I usually ask myself- "What is the most  important thing I must accomplish tomorrow. ( For more information  on  making each day effective see  my ebook- The Organized Librarian- tab is at the top for details)

Monday, October 17, 2016

For Librarians- my office desk

    On my desk there is are two file sorters because I do not have a file cabinet on my desk. These are  items use on a daily and weekly basis. Every thing else is in my file cabinet or will be in my file cabinet when I get my filing supplies.

    In the front of one file sorter I have my to do file.In that there are items that I need to work on . I also have a to file folder, and also a to read file which is full of items to read.
   Then I have several folders of  things I am working on . I really like to focus on one project at a time- I feel that is the best way to get tasks accomplished.  But there are a few things ( like my monthly report and my monthly newsletter that I work on a little at a time , staring in the middle of the month).

 So for right now  I have a book club folder- my first meeting was last week and I have two more this week. After that I will move that folder until I need it.  It  have a folder  with my budget work in it - because that is something that I will use until my money is spent.

 In another stack sorter, I have my plan book, my " important papers" note book and also printed manuals about my circ system and other items that I refer to on a daily basis.

  This keeps my desk clean and organized.  I know where everything is and I can pullout what I need when need itl

Sunday, September 4, 2016

Series list for students!

   The students in my middle school love to read series books. We always are stopping to check what order the titles  should be read. So I am hoping this year to a make " Series" books which will be kept at the  circulation desk.

  In it  will  be Authors name, series name, title of books and the order in which they should be read.
In the future as we purchase new titles and series , we will put numbers on the spine and also try to shelves them in number order.

 Then student can check the  lists and the shelves easily to get the book in the series they want.



Friday, January 23, 2015

When your Desk is a Disaster!

  Is your desk a disaster? If your desk is a mess then take steps to get it under  control.  Don't just look at your desk , throw up your hands, and cry- it won't do any good.

  Take a block of time- its best to devote in hour blocks of time, but if you can't start with 10-15 minutes.   Grab a trash can , a pen, some file folders,  labels, and any thing else that you might find helpful. 

Clear the space you want to organize, put everything from your desk in a large box . This way to can stop when you need to.

  Take each item and evaluate it. Does it need to be saved? Can you throw it away> Anything need to be saved, label a file folder and place the item in it.  If you already have a file for that category or subject, place the materials in a file marked :TO BE FILED.

  If you keep at this task, you will have many files ( or items to be filed) .  The next step will be to set up your file cabinet. ( see next weeks post or order The Organized Librarian- look at tab above). You will end up with a clean desk! If you do this activity each day  you will no longer have a messy desk!

Thursday, October 30, 2014

Desk organization - Part 2

     Organize your desk and supplies according to your needs and usage.  Items that are used frequently are best put  in a convenient location. For example. I use my stapler, tape, sticky notes and paper clips often  so they  sit on my desk  between the phone and the computer .

  The rest of my desk  is clear. I pull  out folders from my desk drawer or side cabinet according  to what I am working on.  At  the end of the day ( or after lunch) I put tiems back in their correct locations so they can be found easily the next time I need to work on them.

( See more on files and filing in future blog posts and also in  the book "The Organized Librarian"  on sale above - Click  on the tab at top of the page.

Tuesday, October 21, 2014

Desk Organization

   Organizing your desk is a task that will help you be more efficient  at work or at home.  Planning your desk space - do you have enough room?  Do you have too many stacks? Do you have the items you need on a regular basis?

   Most of the time our desks are used for paper work or computer work,  We need to have files or supplies that are accessible when needed.  If we are lucky you will have drawer space and file storage built into our desk.

   Planning for your desk  usage, first determine exactly what is needed on a day to day basis . For example: pens, pencils, paper, scrap paper, paper clips, file folders, calculator , stapler , scissors and tape.
Now if you need all these supplies on a regular basis , figure out where to put them  , so you can get them if you need them.

  The next step is to figure out  what tasks you actually do at your desk( reports, budget work, computer tasks , letter writing, computations, etc,)  This will help you to prepare the space so that you can complete these tasks) Do you need more room at your desk? Then figure out what items can be eliminated or tucked away  in a convenient spot for quick access.

  Check out my The Organized Library  on the tab above for more information on organizing  your workspace and day.

Thursday, November 7, 2013

Organizing work spaces in your library

     In my new position as library branch manager , I have many  places to organize, update, and streamline.  My desk was on of my priorities and yesterday  I think I have it the way I want it.( For now anyway)
   My husband brought in a side lamp  to improve the lighting. The main light is in the a very high ceiling(  the library is in a 1915 brick bank. I needed a bit more light especially since it is getting dark much earlier.

    We moved the file sorter with files( More on that later) to a side cabinet which also has some of my organizing notebooks ( see organizing your office- part 5, 4/26/13 )  ).  Since we did that I turned my hard drive on its side and moved the monitor and keyboard to the middle.( it was on one side )
 
   So when I am not using the computer, I have a wider spread of desk, and I can spread out to work if need be.  Previously I was going out to one of the library tables which was okay, But when y6ou are trying to get a project done , if you are in your office with doors closed there is much less interruptions.

   For more information  on organizing the main tasks of the library, order my eBook The Organized Librarian.,   See the tab on top of thge page "Books To Order"
  

 

Thursday, August 29, 2013

New School Year-- keeping organized- Your Desk

  The new school year is upon us. Are you ready??   The desk is the one great place to start whether you are starting a new year or just want to refocus on organizing  and being efficient.  What is on your  desk? 

   There is always the question also  whether your desk is the main circulation desk and your work desk or perhaps you are lucky enough to have an office  and a desk also in there.

    But key in on the place ( desk ) where you spend the most time and do the most work . Do you have the tools that you need there to complete the most pressing tasks.  If you do not , then take the time to consider what you need  and then Get the Supplies You Need  to complete the tasks. Then you will not to jump up , and get the items you need.

  Some ideas on what you might need at your desk to complete your  tasks:

  pencils / pens
  lined paper
  manila folders/ file holder
  calendar
  zip drive ( for techies)\Is your computer on your desk at all times?)
  daily period schedule ( for school librarians)
  in/out basket ( for mail , announcements, routing)
  post it notes / small paper  
  plan book ( school librarians)]
  daily planner ( public)

   Set up your items on a cleared off space. You will determine which of these items you will use . If you try something and you find you do not need it then eliminate it. The best way to work a systems is to use tools that help you get the job done!