5 Easy Steps to an Organized Office

While the old saying that an organized home is the sign of an empty mind is cute, a disorganized office is a distraction and will cost you in terms of productivity. Clutter destroys creativity. Do you find yourself arranging and rearranging the same files and papers over and over? Are you constantly looking for that misplaced USB cord, head set, or stapler? Do you look at the mounds of paperwork on your desk and don’t know where to start? You’re not alone, but there is something you can do about it. Start With Your Desktop Begin by clearing everything off of your desktop that you don’t need. If it’s not essential, find another place for it. Headphones, tablets, pens, and pencils – everything that isn’t necessary needs to be cleared off your desktop. If you are facing a pile of papers and don’t know where to start, move onto the next step to an organized office first. It will make finding a place for tablets and headphones much easier. Deal With The Pile of Papers If you deal with papers first, you will quickly reclaim your desktop and create a place to work. From that point on, it’s important to resist the temptation to let papers pile up again. Placing it in another pile on another flat surface will only work against your best efforts at organizing your office....

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6 Tips to Managing Your Email

Much of my work is delivered to my email inbox. It’s one of the first things that I check each day, because from there my entire day as a REVA (real estate virtual assistant) can change. Creating a solid email system that works is possible and will result in increased productivity. Use Your Subject Line Managing your email is not as difficult as it seems. I learned this tip from a Realtor® who is frequently away from his desk and gets much of his email from his iPhone. Be very specific when you create your subject line. Keep it simple, but keep it direct. Have you completed a listing coordination assignment? You title could be: 12345 Main Street :: Online Think Before You Compose Be clear and be concise, and you won’t invite 10 more emails asking for clarification. To do this, you must put yourself in the shoes of the recipient. Have you given them enough key information for them to move forward with your request? A little forethought before composing the email will keep down the requests for more information to a minimum. Think Before You Reply Again, are you being clear enough or are you inviting more questions? Are you answering all of the questions posed in the email. Ideally, they would have numbered their questions, but this isn’t always possible, and sometimes it’s just a...

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8 Point Email Management Checklist

There are plenty of systems out there. Some are fun to use like The Email Game and some are just good common sense. Either way, the quickest path to some extra time is to create an email management system and stick to it.        Read your mail once        Answer what you can immediately        Get junk email out-of-the-way        Use email filters        Schedule times to process your email        Delegate when you can        Create a signature        Create templates Read your mail once. This one speaks for itself and it is for those emails that don’t require a reply. Read what comes in once and either delete it or place it in a file because you plan to use it later. Answer what you can immediately. Those replies will continue to nag you until you get them out-of-the-way, so answer them right away. You’ll be glad you did, and those who wrote you appreciate it. Get junk mail out-of-the-way. Do yourself a favor and delete your junk mail immediately.  If you don’t plan to read it – ever – delete it. And while we’re on the subject of deleting, empty your deleted items. Use email filters. This is my favorite email management tip. Begin by creating a folder to filter your email to. Next, you will create the filter. In Outlook, you right-click anywhere in your...

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