When I first became the office coordinator two months ago at MHA, I had no idea what I was getting myself into. I came from an untraditional retail environment where I had my routine and knew exactly what to do. I had never worked in a real office before. So, first thing’s first; formulate a plan of attack.
Phase I: Organization
This was a two-step phase. I reorganized my workspace in a way that would be most conducive for me. This included making folders for my paperwork, creating folders and color coding my emails, and becoming familiar with my new space. I want to be able to do my work, and do it efficiently.
Phase II: Planning
A lot of organization goes hand in hand with planning. Every day I create a daily plan with what I need to do – in fact, everyone on the MHA team does! This plan includes candidates that still need to be scheduled, projects that I am working on, and daily office chores. Here, I prioritize what is most important and make sure to get that completed first and work my way from there. Throughout the day, I also keep a document open with my list and add and subtract tasks as necessary. That way, I always have the most up to minute list of what needs to get done. I also create reminders on my daily calendar to send me pop-up notifications 15 minutes before each task needs to be done. This comes in especially handy when we are crazy busy in the office.
Phase III: Execution
Now that I have organized and planned my day, it is time to follow through. Without the two previous phases, execution in a timely manner is just not possible. With my list, I am able to complete each task and cross it off my list. Who doesn’t like crossing off tasks on their “to do” list? There is just something incredibly satisfying about that.
Of course, my plan of attack may not work for everyone. Color coding your emails or keeping an ever-changing list may not be your thing, and it doesn’t have to be. But what it is important is this; find what works the best for you so that you can do your job the very best.