Question: “I have been in my executive assistant position for six months. I have seven years' experience as an admin and am extremely organized. One of my priorities is to get my boss’s office organized. She does not have a system; there are papers all over the desk, in boxes and in drawers. She is very hands-on and wants access to her files, so they must stay in her office. How do I start the process of weeding through and finding homes for everything? She is always multitasking and there is never enough uninterrupted time to sit down with her to get organized. Because I am fairly new, I don’t yet have a full understanding of which files can be stored or purged, so she has to assist me in this process. Any suggestions?” —Anonymous
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As you probably have access to, or even keep her calendar, I would let that be a guide as to which files need to be readily available. You said you are very organized, so I would have confidence in that skill and just start sorting and filing. The old adage of “better safe than sorry” could be your guide for all the rest. As you become more familiar with what she wants, you can then start weeding out files that are not needed. You could also keep a running list (directory) of the major headings of the files with sub-files names. For example, a major heading may be committees, with sub-headings with the various committees she attends. A copy of the directory of the filing system you devised could be given to her (or placed in a readily accessible location), so she can quickly scan the list and know where to fine the needed files.
My bosses’ office is exactly the same and that’s how he likes it. I know where a few things are, but generally he keeps it how he wants it. We worked out a system whereby we both have mail slots at my desk to pass information back and forth. I organize his things into four categories: Action, Signature, Information, & Reading (and they are color-coded). If he sees the Action or Signature file in his slot, he acts on those immediately and returns them to me. They never stay in his office for long. The other two files are for him to do with as he pleases.
I connect with my CEO for 15=25 minutes face to face 1-2 times per week to go through a list of items that are outstanding, need feedback before going forth, e.g. requests for meetings or new opportunities that have come to me, but are for her, events or meetings that are coming up and need her input. She in turn gives me her list. Because she’s in and out of the office and receives in excess of 50 emails a day, it reduces the likelyhood that my emails are lost or overlooked.
We also use coloured folders: Red is for high priority items that needfeedback, comments or signature; Yellow for reading, lower priority items, FYIs. Once she’s addressed what’s in the folder she give back to me to take it from there.
I suggest keeping an eye on how she likes things presented to her, e.g. hard vs soft copy and things items that are not active but might be in the future so you can create the appropriate files ahead of time so when it’s time to focus on it, you (and she) are a head of the game because you’ve taken a few minutes earlier.
I’ve had a couple supervisors like this. What I’ve done is schedule an hour or even 1/2 hour with the supervisor and begun by labeling several piles, “Action Needed,” “To File,” “Throw.” Then take a random pile of papers on his/her desk and begin sorting by having the supervisor note which pile it should be put in. We have continued that for about an hour. It’s a fast process and you’ll find that at least 1/3 of the papers are thrown. I then took the “FILE” pile and made new files if necessary or filed when time allowed. It may take a few times of doing this, but it’s been successful and we’ve actually gotten their office organized.
I’ve been in your shoes. First thing I would recommend is meeting with her and asking if she minds you helping to “organize” her filing system. Believe it or not for some people that is their style and if you try to put it in order as most do, they get lost. I worked with an engineer and tried 3 times in a span of 11 years to organize his blueprints and documents by project; from fancy color coding to as simple as just labeling with plain paper different surfaces of his desk and credenza. Never lasted more than a week – he would just mix all projects together because that was his “system”.
Sometimes they let you assist, sometimes they don’t.
If your boss is willing, have a couple of systems to suggest to her.
Great initiative! Much luck.
I have a question: Has she specifically asked for your help in getting organized? You might be assuming that part of your job is to “organize her,” but she might feel very differently. If she hasn’t asked for your help, broach the subject carefully. Sometimes what looks like chaos to one person actually (surprisingly) works for someone else. She might know the location of every paper on her desk, using her own “system.”
If she’s open to your help, schedule small blocks of time on her calendar (30 minutes max) to work at it in chunks of time. Work together, as a team.
Hopefully, once you have a system set up, it will be fairly easy to maintain. But don’t be surprised if she slips back into her messy ways!
To start the process look thru other drawers that contain files see how the system looks. You can purchase a rolling file cabinet -it is just one drawer on wheels and use that to have her sort things or you to sort things as she goes. Remeber your sticky notes so you can immediately write down how she would like it handled and get it right everytime, this will speed up the process because you will not be trying to file or make files while you are on her time.
Schedule yourself on her calendar for 15minutes to a half-hour every (or every other) evening. Resolve yourself to meeting your goal in small increments. This week the in-box, next week the pile under the chair and so on. Sounds like you have your hands full – good luck!
Create files for her…Read, Act and File