Kathy Gillen is the most organized person we know! She's been providing office services since 1993, specializing in perfect word processing, desktop publishing, group and one-on-one computer applications training, office organization consulting and administrative support to organizations throughout the Washington, D.C. metro area.

Kathy can be reached by phone at 703-339-2081 or by e-mail at dmankin@
idsonline.com.








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Get Organized!

• Make sure your desktop is clean. If you're running Windows '95 or a Macintosh system, make sure that your icons and files are not cluttering up your desktop.
  
  
• Make folders and clean up loose documents so that's it's easier to find things quickly.
  
  
• If one of more people use the system, make sure each person has their own folder and they are labeled appropriately. It should take you under a minute to find something. Finding it in a few seconds is even better!
  
  
• Windows '95 folks: Set up shortcuts for applications that are used regularly. Just drag the icon over to the start button in the lower left hand corner and it will be placed in the list of applications above the folder for programs.
  
  
• Title your folders and files with appropriate names so that you can quickly identify where items are located. Thank goodness for the newer operating systems that allow you to use longer names.
  
  
• Take some quiet time - maybe in the evening or on a weekend - and get to know your computer and the shortcuts that will save you time. It's a better investment of 30 minutes to save you many hours later.
  
  
• Keep your disks filed alphabetically by application and by client. If there is a topic for which you have numerous disks, you might consider purchasing a separate disk holder.
  
  
• Organize your computer books by topic alphabetically. It's easier to find them when you need to find something in a hurry.
  
  
• Keep all your computer supplies in one area. Check frequently so you'll know when you are running low on an item.

• Clean them out every three to six months.
  
  
• Keep files alphabetically by client or topic.
  
  
• Make subject titles more specific so that things will be easier to find. Naming files with general names will allow them to encompass more material! It then takes more time to locate items.

• Keep items that you use frequently on your desk. Everything else should have another home on a shelf or in a desk drawer.
  
  
• Always leave your desk organized and clean when you leave at night so the next morning you'll be able to make a fresh start.
  
  
• Take a quiet period during the day to go through the paper on your desk. Touch each piece once. Read it and either toss it, file it or pass it on.

• Keep up on it during the month so it's not something that will take a portion of a day or longer to do all at once.
  
  
• Run an accounting program (Quicken, Quick Books) to help you keep everything in an organized fashion for you and your accountant.
  
  
• Reconcile your accounts on a monthly basis.

• If you use your car for business, try not to have it look like your "home-away-from-home" or your "office on wheels." Keep it clean (inside and out), especially if you're frequently driving with clients.
  
  
• If you carry materials for business in your car, keep a box in your trunk or back seat with the materials alphabetized so you can locate items quickly when you need them.

• If you carry a briefcase, clean it out on a regular basis. Being able to reach into your briefcase and locate whatever you are looking for without having to dump everything out on your client's desk will give you greater credibility.

• Similar to keeping your briefcase organized, keep contents to a minimum. Be able to reach in and put your fingers on whatever you are looking for fast. Keep your business cards and pens in the same place so you can grab them without any effort.

• Keep your clothing organized (pants together, shirts and blouses together, suits together, dresses together, etc.) so that you are able to coordinate outfits that are appropriate for business. If you aren't a morning person, pick out your clothes the night before so there won't be any decisions or frustrations in the morning.