Last week, I offered suggestions for cleaning off and setting up your workspace for National Clean Off Your Desk Day. The next logical step is to look at your workflow, and make it work better for you. Wikipedia defines “Workflow” as “The sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.”
“Workflow” sounds rather business-y, but refers to anything any of us need to complete, professional, personal or other. The term “workflow” suggests water to me. Sometimes water pools and sometimes it moves along, just like work. Water is necessary to survival, plentiful and refreshing, but can also overflow and escape. Just like work. Our work needs to flow into our life, through our processes, reaching completion and leaving our workspace. The whole point of workflow is movement and action. Here are 4 tips to keep your work flowing!
- National Clean off Your Desk Day reminded us that a clean desk can enhance workflow.
- Your workspace is sacred, only today’s active work should be there.
- To decrease interruptions, keep your work and necessary resources to do complete it close at hand. If you repeatedly have to get up to retrieve a resource, move it closer.
- Get non-work stuff out of your workflow, with recycling / shredding / trash close at hand.
- Consider your work, and know the path your work should take, from start to finish.
- Large companies industries define workflows for different types of jobs, like “idea for article / writer / editor / production”.
- Molly’s Example: I set up a work space for a new bookkeeper last week for a client. The first thing we did was discuss Molly’s responsibilities and workflow. Her workflow demands efficient use of her office time, since she’ll be there only a few hours a week. It includes, in order, reviewing all mail and sorting it into three piles, per the three different business entities she will manage. From there, the bookkeeping process is the same, regardless of which entity she is working on. Open mail; sort into Payables, Receivables, Other work, Paper to go to someone else, shred, recycle, etc; do actual bookkeeping; write checks; send those to the manager for clearance and signatures; then mail payments and file the rest. Done!
- Kate’s example: Another client needed to pay her January bills. First she needed to balance her check book, though, and before she could do that, she needed a print-out from her bank. For her, the workflow was: call the bank; pick up the printout; balance the check book; pay the bills; and mail the bills. Until she really thought about the process, she couldn’t see the logical steps to take.
- Eliminate or delegate what you can.
- What is waiting for someone else’s input? Send that work on its’ way right away, so that other person can get on with their work, too.
- What work can flow to someone else, or be deleted from the stream all together?
- Eliminate repetitive and redundant steps. Years ago, I paid our personal bills and then my husband the CPA would take all the information and enter it into Quicken. He now does it all, cutting the work in half (and he is really good at it!).
- Most definitions of workflow look at processes, not actual work items, but let’s face it – paper and work are usually synonymous. In my paper management classes, my first suggestion is to get rid of as much new paper as possible. Cancel catalogs, take your name off of mailing lists, receive bank statements, subscriptions and newsletters electronically or via email.
- The definition ends with “Completion.”. Roll that word around your brain and really think about what it means. Completion (satisfied sigh). The work is done. Now stand up, put away what needs put away, and for a moment, appreciate that feeling of satisfaction that comes from Completion. Then get back to work!