Lean Offices: Making Lean Office Real
Audrey Thomas teaches Lean Office principles

January 2011
Audrey Thomas
Audrey Thomas
Author, Speaker and
Productivity Expert
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Nifty Product 
Cyber CleanThis was probably one of the best stocking stuffers I bought this year. Easy to use, it comes in a pouch or tub and is reusable. This hi-tech cleaning compound cleans keyboards, phones, remote controls and more. Watch this fun video I found on YouTube. I originally found this product at the Container Store but since have discovered it at Walgreens, Best Buy and Office Depot. $5-8.
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Wish you could change the email culture of your company? You are not alone! Many of the habits formed around email are bad ones and Audrey's Entangled in E-mail is effective in addressing these habits and bringing change to any organization. Call today for more information.
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Lean Office Transformations

Welcome to Lean Office Transformations - a newsletter designed to save you time and become more efficient. References to Lean Manufacturing and Lean Office refer to a productivity philosophy created by Toyota which is now adapted by companies worldwide.
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Lean Office Review
 

De-cluttering and Sorting in the New Year

Every 365 days we receive the gift of a New Year. A clean slate. A chance to do things differently or to make improvements. If you find yourself completely overwhelmed with disorganization in your office or at home, remember the 5S step of Lean Office. It's a systematic approach to organizing and maintaining a space and includes five steps:

1.      Sort

2.      Straighten

3.      Sweep

4.      Standardize

5.      Sustain

 

Sorting is probably the step where you'll see the biggest results right away. As you look around, pay close attention to the visible clutter. Have a garbage can or trash bag handy to immediately toss the stuff that needs to go. You'll probably find yourself scratching your head as to why you've been hanging on to these items.

 

If you're organizing your office you may even find things that need to go home with you. I had a client once who discovered three pairs of shoes hiding amongst the clutter hidden under her desk. You might also find things like that file your co-worker was asking about recently or a piece of equipment you borrowed from the office supply closet.

 

As you're Sorting you are no doubt going to uncover things that you are clueless on what to do with. If it's a piece of equipment or electronic gadget, check with your Purchasing Department or Facilities people first. If you are looking at documents or other items related to a past project check with other team members. The last thing you need to do is save duplicate items that others within your company are also saving.

 

If you are Sorting through filing drawers, be aware of what the retention policies are for the various documents you're reviewing. Shred any that can't be recycled and get ready to gain back lots of drawer space.

 

The final place you'll want to Sort will be your email inbox. It's the easiest place to hide clutter because only you and Mr. IT know what's hiding in there. Believe it or not the average number of emails I'm seeing in people's Inboxes is 2-3,000.

 

As I start my New Year I've decided to be more mindful of the types of appointments that I am committing on my calendar. If a phone meeting will suffice vs. an in-person meeting, then I'm opting for that. Preventing clutter in my schedule is one area that I need to improve on and am committed to working hard on in 2011.

 

To read more about sorting, read Sort: The first S in the 5S Process.
Productivity Pointer 

Ever wish for more time in your day? I know I have. And yet, if I was granted that wish would I really get more done? One way I'm learning to be more productive (I'm in process folks) is to minimize distractions and interruptions.

 

A new colleague was surprised recently when I hesitated in providing my cell number. But she agreed with my explanation of keeping work-life balance by limiting my cell phone usage. I also don't publish my cell number on my business card, letterhead or in my e-mail electronic signature. My advice on the whole cell phone thing is if your employer does not require the use of your cell phone, then don't use it or give your number out. You'll be amazed at the number of calls that can wait until regular business hours.

 

I've also become more aware of how much I'm connected 24-7, thanks to the Internet and e-mail. When I'm working late hours or on the weekends, I use the Delay Delivery feature in Outlook to send my emails on the next business day. That way I'm not interrupting someone while they're at their child's piano recital or soccer game. More importantly I'm not communicating to others that I'm available during what typically is personal family time. The Delay Deliver feature is something I demonstrate in Getting Organized with MS® Outlook workshop and raises a lot of eyebrows as most people aren't aware of this handy feature.

 

And finally, be aware of how much time you're logged in to social networking sites such as LinkedIn, Face Book or Twitter.  Isn't it amazing how much time can lapse when checking out the latest photos posted by your brother-in-law?

 

And we wonder where all the time goes in our day!