The Organized Assistant

To help you get started, here are ten habits that highly organized Assistants rely on:

1. Write Things Down. Whether it’s notes, ideas, or plans, always write everything down. Unfortunately, no matter how sharp we think we are, we’re only human—and bound to forget or mix up details at some point. Make calendars, sticky notes, and notebooks your best friends to prevent this. Writing things down not only helps you remember but also creates a record you can check and allows you to mark items off as they’re completed, giving a sense of progress and accomplishment.
2. Implement a Weekly Routine. While interruptions and urgent tasks are common for Assistants, a routine helps you manage your time and workload. If establishing a daily routine is challenging, try setting routines for mornings and end-of-day. This structure helps keep your focus and productivity high.
3. Keep Your To-Do List Updated. Planning is essential if you want to stay organized, and a well-maintained to-do list helps you track and prioritize tasks. Regularly update it with every task that crosses your desk, and mark tasks as completed when they’re done. This simple tool can help you stay on top of your work.
4. Have a Weekly Round-Up Session. At the end of each week, review what you’ve accomplished, check off completed tasks, and look at what’s coming up. This reflection helps organized Assistants hit the ground running at the start of the next week.
5. Come Prepared at the Start of the Day. Plan your day before it begins, especially if you commute to work. Arrive a little earlier than your Executive to prepare both yourself and your Executive for the day. Organizing in advance allows you to stay ahead and handle any surprises that may come up.
6. Set Time Aside for Emails. Constantly checking emails can be a major time-waster, especially for Assistants managing multiple inboxes. Set specific times each day (perhaps three half-hour sessions) to go through your emails and your Executive’s inbox. Stick to those time slots and resist the temptation to check emails outside of them.
7. Stay Calm and Take Breaks. Regular breaks are essential for maintaining focus and calm, which helps you appear organized and in control. A composed demeanor, especially when things get busy, enhances your credibility as an organized Assistant.
8. Develop a System That Works for You. To ensure accuracy in your work, adopt a system that suits your needs. A “touch-it-once” approach—where you handle and file documents immediately—can prevent paperwork from piling up.
9. Use Technology to Your Advantage. Technology offers numerous tools to streamline your tasks. Look into options like Mozy for backups, Monday or Trello for task management, and Zapier to automate repetitive tasks. Choose tools that simplify your work and make them part of your routine.
10. Set Deadlines for Yourself. Setting strict deadlines helps you accomplish tasks more efficiently. Try setting personal deadlines for projects and pushing yourself to complete work by a specific time each day, such as 3 pm, to free up additional time later on.

Maintaining these habits can significantly improve your efficiency and help you stay organized in even the busiest work environments. Next, let’s look at how organizing your physical space can support your workflow.

Organizing Your Space

In today’s work environment, Assistants often balance time between an office and a home workspace. Being organized is essential in both settings, and you need a seamless way to switch between the two. Here are some updated tips to keep you efficient, productive, and organized, whether you’re in the office or working from home.

Essential Stationery and Office Supplies

We can only keep so many things on our desks, both at the office and at home, before they start to feel cluttered. However, certain items are must-haves for frequent tasks, so it’s crucial to have them handy in both locations.

If you have a drawer or pedestal under your desk, keep the essentials within reach. And consider a portable organizer (or pouch) for items that travel with you when switching locations.

Keep the following items on your desk or in an accessible place, both at the office and at home:

• Pens and pencils – A retractable pencil is excellent for quick notes, a reliable pen for signing documents, and a red pen for checking off your to-do list.
• Highlighter pen – Useful for emphasizing essential items, even digitally if you have a stylus.
• Eraser – Helpful for those using pencils, especially in planning or note-taking.
• Stapler and staples – In the office, make sure you have a solid stapler and matching staples. For home, consider a small, efficient stapler.
• Scissors – Keep a pair handy in each space to avoid needing to move them back and forth.
• Tape – It’s useful for home and office setups. Consider a small, compact dispenser for your home office.
• Notebooks and sticky notes – Have a primary notebook at each location for notes, along with sticky notes or digital sticky notes on your computer for quick reminders.
• Calendar – A physical or digital calendar helps you keep track of the day. Many prefer a digital version to sync across devices.
• Headphones with mic – A must for virtual meetings, so you can stay professional in any environment. Noise-canceling headphones can be a game-changer.

Office and Home Equipment Essentials

Having the right equipment in both your office and home workspaces is crucial. While you may have some restrictions at home, aim for a setup that allows you to be productive and well-prepared.

In the Office

• Phone – Should be placed near your computer for easy access. This setup allows you to multitask and look up information while on the phone.
• Printer and Shredder – If you’re responsible for confidential materials, having close access to a printer and shredder is convenient. Most offices will provide these in central areas.

At Home

• Printer/Scanner – If your role involves printing or scanning documents, consider a compact, wireless printer/scanner for your home setup.
• Dual Monitors – Having an extra screen at home can be a productivity booster. A portable monitor that connects to your laptop is helpful if you’re switching locations frequently.
• Charging Station – Ensure you have a place for your phone, laptop, and any other devices. A multi-port charger can keep everything powered without cluttering your space.

Tips for Seamlessly Switching Between Office and Home

Moving between two workspaces means staying organized across both locations. Here are some strategies:

1. Create a Portable Office Kit: Have a small bag or pouch with essentials like chargers, pens, sticky notes, a portable hard drive, and any unique items you frequently use. This allows you to transport essential items easily.
2. Use Cloud Storage for Documents: Keep all your important files in a secure cloud storage solution (e.g., Google Drive, Dropbox, or OneDrive). This way, you can access your documents from any device, at any time, and always have what you need.
3. Sync Your Devices: Use cloud-based tools like Google Workspace, Microsoft Office 365, or Asana to sync your work, calendar, and emails across devices. This way, you won’t lose track of tasks when switching between locations.
4. Set Up a Second Set of Supplies: To avoid constantly packing and unpacking, keep a basic set of supplies at each location (e.g., pens, notepads, chargers). This reduces friction and saves time.
5. Digital To-Do List: Use a task management app like Todoist or Notion, which you can access from any device. This helps you stay organized whether you’re at home, in the office, or on the go.
6. Use Tech Tools for Efficiency: In both settings, make full use of productivity tools:
   • Screen sharing tools (e.g., Zoom, Microsoft Teams) for remote meetings.
   • Digital sticky notes for quick reminders.
   • Browser extensions for managing passwords, emails, and productivity.
7. Declutter Regularly: Just as you would at your desk in the office, keep your home workspace organized. Schedule a quick weekly cleanup for both spaces, removing any unnecessary papers, files, or clutter.

Organizing Your Space in Each Location

Your workspace reflects your productivity. An organized setup keeps you focused and efficient whether in the office or at home.

Office

• Use Drawer Organizers: Store essentials like pens, staplers, sticky notes, and highlighters neatly in drawers with organizers.
• File Regularly: Stay on top of paper files, and if possible, digitize documents to minimize clutter.
• Keep Personal Items Minimal: A few photos or decorations are great, but avoid overcrowding your desk.

Home

• Dedicated Work Area: Ideally, set up a designated area for work only. This helps with focus and separates your work life from personal time.
• Adjustable Lighting: Good lighting is essential, so invest in a desk lamp or natural lighting source.
• Minimalist Approach: Keep only what you need on your desk to maintain a clear, distraction-free space.

In both spaces, remember that organization is a habit. Make time each week to reset your workspace.

With a well-organized space, you’re already one step closer to staying on top of things. But how do you keep your office organized in the long run? Here’s a simple approach.

How to Organize Your Office and Keep It That Way!

A few years ago, I worked with a team of highly qualified Six Sigma Project Managers. They were an incredible group to be around, and I learned a lot about the art of project management!

Many of their projects aimed to improve the business by reducing wasted time, effort, and errors. Project Managers use many tools and techniques to identify critical issues, resolve them, and improve processes. One project I worked on used a methodology called “5S” to improve the overall office environment and keep it organized.

Assistants often take advantage of quieter periods to clear their desks, sort through drawers, and throw away accumulated clutter. This can apply to workspaces and other parts of the department that may have become disorganized over time.

In this guide, I’ll share how I adapted the 5S methodology for assistants and office managers so that you don’t need to do a major cleanup every year.

What is 5S?

The 5S methodology is a workplace organization method that originated in Japan. Each step begins with the letter “S” in Japanese, and they’ve been translated into five English words: Sort, Straighten, Sweep, Standardize, and Sustain. Together, these steps create an organized workspace that boosts efficiency by storing items in accessible locations, keeping the area and items maintained, and preserving the new order.

Here’s how each step works to help you organize your office—and keep it that way.

Sort

Sorting is usually the hardest part, but it’s also the most rewarding. In this step, you go through everything in your office and decide what to keep, what to store, and what to throw away.

If your office is cluttered with things from years past, like outdated paperwork or supplies, it’s time to clear it out. Consider scheduling a dedicated “sorting day” led by an office manager or director, with bins and storage for items to discard or archive. The goal is to keep only what you actually use.

Organize what’s left into two categories: items you use daily and items you use less frequently. Be ruthless!

Straighten

With clutter out of the way, it’s time to set up a system that lets you quickly and easily retrieve anything you need.

Store your everyday items within reach, whether that’s a stapler, active files, or a printer. This will save time by keeping essential items close by. Make sure all files and papers are clearly labeled and stored where they can be seen and accessed quickly. Even items you don’t use as often should have a designated place so that everything in the office has a “home.”

Remember, this step also applies to digital items. Organize your email inbox, desktop files, and other electronic systems to reduce clutter on your screen.

Sweep

Now that you’ve organized your items, it’s time to clean everything. Give your office a thorough once-over so that everything looks tidy.

While cleaning your office may not be your job, you can request help from cleaning staff to do a deep clean once the space is organized. Encouraging colleagues to keep up the cleanliness standard helps everyone keep the area tidy in the long term.

If clutter accumulates, encourage a habit of quickly sorting through any items piling up in the workspace.

Standardize

Once the first three steps are complete, the next goal is to create a standard practice for keeping the office organized.

This could mean creating simple rules for everyone to follow or including guidelines in a department manual. The aim is to set up a standard process for keeping the space clean, efficient, and functional.

Sustain

Now, here comes the challenge—maintaining this level of organization.

To sustain it, you may consider scheduling regular sorting days, either monthly or twice a year, to keep clutter at bay. Alternatively, do a monthly inspection of shared spaces (like cupboards and drawers) to clear out any unnecessary items.

It may seem strict, but providing a “heads-up” email before doing any clearing can prevent issues. No matter how you sustain the organization, lead by example.

Using the 5S methodology, you’ll be surprised at how rewarding it can be to have a clean and organized space. Productivity increases, and you’ll enjoy a clutter-free environment that’s worth the effort to maintain.

By following these steps, you’ll be well on your way to being the organized assistant every team needs!