Agency life can be hectic and fast paced, so it comes as no surprise that it can become overwhelming if your tasks and time are not managed properly. This is why I've decided to share my top 5 organisational tips with you for a stress free day at the office.
As Primate’s office manager, I have to ensure I'm on top of all my tasks at all times and without these tips, I think I'd be lost.
DISCLAIMER: These are my own personal organisational tips that work for me. This is not to say that doing something differently is wrong. There's no right or wrong way to be organised.
Keep your Email inbox organised
Working in the digital agency world, it comes as no surprise that our mailboxes become jam packed with emails coming from all over the place. So, things can get messy quickly. The best way to avoid feeling swamped by your inbox is to go through it methodically each morning, deleting all and any spam mail as it comes through, flagging any important emails that you may need in the future, and having different inboxes for internal & external correspondences will definitely help. Also, when prioritising emails I tend to deal with our clients first if possible, that way any potential issues can be rectified quickly. Emails are the main point of contact for many businesses these days, so keeping your box organised will save you a lot of hassle later down the line.
Keep an organised desk and workspace
It’s true what they say, a tidy space is a tidy mind. I find it a lot easier to concentrate and produce a higher standard of work when working at an organised desk space. Organised doesn't have to mean empty either, but keeping clutter to a minimum will create a calm working environment which will in turn, allow you to be more productive. While it might seem wise to keep everything you need within reach, the stress of rummaging through piles of paperwork is enough to send anyone into a puddle of sweat. So, keep that space clear! Bonus Tip: Always keep a packet of your favourite biscuits in your drawer for those afternoon dips in energy - works a treat!
Keep clear lines of communication - make sure everyone knows how to contact you
There’s so many different ways of communicating with colleagues and clients now, which is great. But it can also become difficult if you have them all on the go at once. Hence why I recommend choosing one that works best for you. There’s definitely no harm in having and using all platforms of communication if you can effectively manage them all. But by selecting one as your main source of communication, you will know where to go for all key information. This will prevent key information from being missed or skipped over because of crossed wires. My personal favourite for quick and easy internal convos is google chat.
Plan your day and assign time for specific tasks, check emails, accounts etc
Time is notorious for going too quickly - and it’s no different when it comes to the working day. Spending a little too long on one task can turn your whole day upside down. Therefore, I recommend creating a clear structure for your day to avoid feeling overwhelmed. In the morning, I always begin with emails. I begin by responding in date order and where necessary, in order of importance. By the time I'm finished replying to all emails, the responses begin to trickle in, and if I sat and responded to these, my day would soon become consumed with emailing. To avoid this, I spend no more than an hour on correspondence. Afterward, I set time aside to look through the accounts to ensure balances are running correctly. This leaves the rest of my working day freed up for meetings and other internal matters.
List your tasks and prioritise
Lists, lists, lists. I cannot recommend them enough. A simple notepad and pen will do the trick by keeping you on track for your daily tasks as well as helping you to remember the ‘little’ things - that often turn into big things when forgotten about. Plus, did you know that it’s scientifically proven that you’re more likely to complete a task if you’ve written it down first? Not only that, the satisfaction from ticking off a completed task is unmatched. Additionally, having a visual representation of your daily tasks allows you to properly gauge how much work you can get through comfortably in one day.
So, there we have it. Those are my top 5 organisational tips for agency life! Simple I know. But in a world where we like to overcomplicate just about everything, taking it back to basics is almost therapeutic. Try them out for yourself and see how you get on. Happy organising!