Overwhelm Reduced with a More Efficient Workspace

Case

A foundation executive director was juggling building the foundation resources and teaching skills related to the foundation activity. She also worked as a professional consultant and managed another company. She asked Calahan Solutions to help her get her office organized so she could complete tasks in a timely, efficient manner. The office was located within her home and was used as command central for three businesses. Additionally, she maintained client records and personal files in the spacious area.

Organization Challenges

This individual, like many other people, is an extremely busy person. She is committed to providing a high level of professional and personal service and is extremely dedicated to her chosen career path.  Each of her work days can be very different with many interruptions due to phone calls, emails and unexpected crises.

Business Challenges

For personal and financial reasons all the business enterprises were important so time management was a huge challenge.

• Work area did not allow for prioritization of tasks.
• Low Priority tasks interfered with accomplishment of more important work.
• While the professional consulting reports met required timelines, they were often “left hanging” after initial work.
• There was no dedicated work space for foundation volunteers.
  

Getting Down to Work

The initial session with the client provided an opportunity for the client and her business partner to discuss issues that were important to them.  They provided insight as to what kinds of processes and tools work for them and how other things had not been successful in prior organization attempts.  The physical work space was reviewed.  Calahan Solutions, Inc. provided a written follow-up report with recommendations for future action to address the client’s organizational needs.

When we arrived for the second session, the highly-motivated client had already implemented some positive changes.  The calendar-based allocation of time was in use.  A dedicated desk and computer were available for volunteers to use for foundation work.  The second session was hands-on work-intensive.  The client and the organizer worked side by side to accomplish the following:

• Work area clutter was reviewed for importance.
• Material was identified for future action, thrown away, or filed.
• A multiple in-box system was established to separate the highly time-sensitive work from the other tasks that were important but had less urgency.
• The client’s paper calendar system was reviewed for optimum use.
• Available time for work was more narrowly defined to allow for the realities of the day and a task prioritization plan was discussed.
• A system for processing incoming mail was established.
• Items on the work surface were rearranged to provide maximum work area.
• A closet was utilized for less-used supplies.
• Outdated materials were removed from the bulletin board area.
• Family photos as well as inspirational and motivational items were kept or put on the bulletin board to provide a “good news” area for positive focus by the client.

Before		After
The desk area was de-cluttered and a system was established to define to-do work materials.		Boxes were used for incoming work and were given descriptive labels such as "Hot Box." The boxes with sides work well because they prevent "spill-over" that occurs with piling paper material.
The desk extension surface was cleared to maximize work space.		With rearrangement of storage tools, frequently used forms are still within reach but the desk has more usable area.

Results

• Client said she felt “less overwhelmed.”
• Priority management with system to separate important to-do items from less important tasks.
• More efficient use of foundation volunteers.
• Saved money from timelier processing of important documents.
  Testimonial

Testimonial

The client expressed her satisfaction with the Calahan Solutions, Inc. work:

“Just wanted to send out a quick thank you for all of your help today. I feel so much better and less overwhelmed!!!! Even though there is a lot to do I feel like I have a handle on what and where it is!!! The boxes I think are really going to work for me. I am finding today as I work with them I move stuff back to the important box while I am waiting for information from someone and it gets it off my desk but is still easily retrievable. I think tomorrow morning I am going to prioritize the Hot Box and Important boxes. That way if I get through everything in my Hot Box I can go to the Important box and grab the thing off the top and work from their. This also gives me a job with the boxes (to prioritize them) each day so that I go to them as I get started for the day. It seems to be really helping to keep me on task!!!

I think this can work for me if I can only develop the habits now to support it !!!!!

Thanks again!!!”