Although Black suggested an administrative assistant should be
brought on board to handle tasks such as opening mail, retrieving
e-mail, making bank deposits, answering phone calls and filing,
Broadhurst was hesitant because of the expense and unsuccessful
past experiences with office help. "Part of the key when
opening mail is the decision-making process," Broad-hurst
says. "Something somebody else might consider junk mail, I
might consider a story idea."
"If the mail is not something you feel comfortable
delegating, then get someone to file," suggests Black.
"You can always get a high school student to come in and file
for you." As for expense concerns, Black says that if
Broadhurst evaluates how long it takes her to file and how much her
time is worth, she would realize hiring a student at about $5 an
hour is cheaper.
Broadhurst's filing system should reflect each of her
separate enterprises, says Black. There should be a file drawer for
each entity; drawers can be further subdivided according to the
components of each business. The file folders for each business
could be a different color, and when sorting mail to be filed,
Broadhurst could note what file and folder each item should go in
using a corresponding color of ink.
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To organize individual projects, Black suggests Broadhurst
create a project management sheet for each task, break it down into
manageable time segments and set deadlines for each.
Project management lists should be coupled with an action plan,
developed by prioritizing. "Ask yourself what is the most
important thing for you to do," says Black.
An action plan will help eliminate procrastination. "[Most]
people who procrastinate do it because they have so much to do,
they don't know what to do next," says Broadhurst.
Black also advocates using a daily planner. "It helps you
see what you are doing with your time and keeps track of what you
need to work on," she says. "A daily planner illustrates
your accomplishments. Most people dwell on what they haven't
done and don't give themselves credit for they have
accomplished."
Your computer could also be a source of organization. For
instance, many people use contact management software in their
business.
Time management is a critical component of organization for
Broadhurst since she is handling so many projects and going in so
many different directions at the same time. "Where I fall down
is daily action-what needs to be done today or this week,"
acknowledges Broadhurst, who also admits she tends to put
administrative projects such as filing or organizing on the back
burner to meet outside deadlines.
Black stresses the importance of using the same project
management techniques for internal management projects as you do
for your outside jobs. "And you can't try to do 15
projects [at once]," she says. "You've got to focus
on one and follow through."
Finally, Black points out, finding the organizing techniques
that work best for you is not a black-and-white matter. It's a
case of customizing strategies to fit the individual needs of your
business.
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