Desk for Success: Keeping Yourself Organized at Work

 

Desk for Success Alan Rasoff

 

For many professionals, their desk is a comfort zone in their home away from home. Significant items usually linger on a desk such as family photos, favorite coffee mugs, and of course important work materials. However, when a workspace becomes overcrowded and messy, a disruption in overall productivity is likely possible.

 

Keep it Simple

Certain individuals argue that clutter equals a creative mind, but knowing exactly where vital pieces of information reside, poses more important than innovation. The best way to ensure a workspace remains organized it to keep the arrangement of the space simple. Although folders and tabs for everything can seem proactive, too many possible options can get overwhelming. Limiting the number of locations of a specific item creates a more user-friendly experience when time is a factor. Creating limitations on what is necessary on the desk and keeping that list short, will set an organizational standard to follow in the future.

 

Give Everything a Home

Lucky for those who tend to be messy and aren’t sure where to begin, Quartz Media shares tips on desk organization. One of the most important points made in their article references not allowing piles to even find a temporary home on the desk. Immediately finding a permanent location for papers or non-essential resources off of the workspace gives a great advantage in the organizational process. Everyone has certain items that they use on a daily basis, so having them easily accessible is important. Creating a space for everything else is vital because if there is no a permanent resting spot, it will most likely find that spot on the desk.

 

Utilize Technology

Though everyone has a unique style, CNN Money suggest there is a “right” way to organize a desk. Giving pointers on the position of essentials, the experts express just how important desk organization is to productivity. The transition to more technology in the workplace actually benefits the organization of a desk. Whereas in the past, sticky notes and calendars were the reminder tools of choice, these days almost all email and computer systems create reminders virtually. Most programs additionally have the ability to link all information and send it to cell phones. Having access to thousands of apps and online resources is guaranteed to assist during professional organization. The small task of scanning documents and storing them in a digital file alleviates any hassle of scrounging for a specific piece of paper, especially when needed in a timely manner.

Distractions

A desk full of items unnecessary to a current project causes small distractions, most of the time not recognized by humans, but the brain still processes even a glance at such items. Consequently, CNN recommends no more than 3 personal items (photos, memorabilia, etc.) positioned on the workspace. Music, though necessary for many working professionals to ensure a productive day, should be monitored. Listening to music during the workday can distract a professional more than they realize and should be turned off for portions of the day. Another common distraction includes consuming food directly at the workspace. Experts discourage professionals from eating at the desk as it allows for clutter and interruption. If provided, employees are encouraged to take advantage of a kitchen, or eating space, should they decide to take meal breaks on-site. Stepping away from the desk allows the brain time to regroup and dismiss itself from work, a healthy break is always highly encouraged.

For a large portion of the population, a majority of their time is spent in their place of work. Whether a large office or small desk to work from, staying on top of organizing the space is crucial to productivity levels. Simple tasks, including limiting the number of personal items creates optimization of output for job-related responsibilities. There are endless amounts of purchasable and DIY items to help enhance organizing, rather making the task more enjoyable than tedious.

 

Write a Follow-up Email to Remember

So your networking event went really well. You made met some influential people, nailed your elevator pitch, traded business cards, and ended with a firm, friendly handshake. The next day, it’s time to act on those connections with a follow-up email to your new colleagues. Your second impression is almost just as important at your first. The diction, tone, content, and request of your message will establish who you are electronically to your connection, so it’s important to ensure that you craft a good message. Here’s some handy tips.

Utilize the Subject Line. For busy people, emails with vague subjects from unknown senders often go unread. Subjects like “Hello!” don’t pose a compelling case for being opened and will render your email useless. In order to ensure your message is opened, use the subject line to convince the recipient to open it. Including who you are, the reason for your message, and the action necessary convinces the reader that opening the email is worth his or her time. For example, a subject like, “Sam from Networking Event: Follow-up email and request for coffee” says it all.

Open with a simple greeting. After your salutation, offer a friendly introduction such as, “I hope you’re well,” or if you’re more familiar with the person, extend your wishes to members of their family or office mates.

Offer specific details about your original meeting that indicate that you were listening intently and found the conversation meaningful. If you’ve thought of something you should have said but remembered only after the conversation was over, the follow-up email is a great time to bring it up.

Get to the point. Once you’ve greeted the reader, reminded the reader who you are, and demonstrated that you were invested, make your request quickly and confidently. Don’t apologize for taking up time or waste sentences on justifying why you feel you “deserve” their time. Ask for a phone call or another meeting in another sentence or two, and suggest specific days and times as a starting point for negotiating the appointment.

Wrap it up. Thank your reader and finish the message. There’s no need to drag out the message once you’ve accomplished your mission. Especially on screens, readers and lazy and tend to skim, so big blocks of text beyond the bare essentials will likely go unread and bury the really important points in fluff.

Mind your signature. Besides your name, make sure your signature includes ways for readers to get in contact with you, including a phone number, a linkedin profile page, and maybe even a twitter handle. Give your reader plenty of avenues to reach you or find positive images of you online if they want to do more research about you on their own.

Proofread slowly and carefully. There’s nothing more embarrassing than sending an email with a missing word or a homophone. A well-written email free from typographical errors will convey attention to detail and professionalism.

Once you’re done, send it off! Rather than waiting, stressing, and eventually getting cold feet, go ahead and press send. You’ll feel better once it’s over.

5 Ways to Improve Your Resume

Alan Rasof

1. CUSTOMIZE FOR THE APPLICATION.

Employers who are screening resumes will eliminate any of the generalized resumes submitted. Offer only specific qualifications you have to best perform the job advertised. State your desired job title, for example, physical trainer, and then make all content relevant to performing that job. You should use a customized resume for different job titles even if you are qualified for several (i.e., one resumé for Physical Trainer, and another separate resume for Office Administrator) stressing only the information relevant to doing that specific job.

2. USE KEYWORDS!

Employers who sort resumés electronically look for keywords. Be sure to include potential keywords for job duties in your resume. Example: state purchased, bought or procured inventory (instead of bought inventory). That way, if the employer searches using the keyword “procured” your resume will not be overlooked.

3. SHOW BUSINESS SAVVY.

Only submit resumes created in the Microsoft WORD software, which is the business world’s standard. Many home computers use other word processing software that can’t always be read by many employer computers. You want to avoid this possible mishap and stick to the reliable Microsoft WORD. Whenever possible, also mail a hard copy of your resume after you have submitted one electronically since you would never be informed if the electronic version wasn’t readable.

4. ONE PAGE IS BEST.

Employers have stated that resumes get less than a 15-second glance, so concise and to the point worked best no matter what level position the candidate applied for. Be a skillful editor, deleting old portions or anything not relevant or helpful to your securing a particular position. No vague generalities. Say exactly what you mean, using the smallest number of words to make the point.

5. BE PERFECT.

The resumé must be flawless. No spelling errors, mistakes or typos. Many HR managers have insisted that they would not hire offenders. PROOFREAD CAREFULLY. Don’t trust computer spell checkers since a correctly spelled word like sea, would go unnoticed by your computer but would be incorrectly used if you meant to say “see.”