Organization: to pull or put together into an orderly, functional, structured whole.
Experienced ministry assistants agree organization is a primary requisite for effectiveness. Who would know better? In the midst of what often seems the classic definition of disorganization, you are the one responsible for a well functioning office.
Here are six simple steps to use and share with others in your office. Practicing these few fundamentals makes for a more organized, more productive, more enjoyable work experience.
• Have a place for everything. Store things in convenient locations, close to where they are used. We all know the theory, yet offices are filled with examples of it being ignored: supplies stored so three items must be moved to get to what is needed; the tape dispenser that might be here or there; a printer located several steps from the computer.
• Return each item to its place immediately after use. No piling, tucking into alternative spots, or accumulating to return items when it is convenient. Developing this valuable habit is not difficult; you can do it. You can even pass the habit along to others. One admin uses stickers on scissors, tape, and other loaners from the office: “Glad to help. Please return me to my place.” She uses sign-out sheets for larger items.
• Periodically unclutter. At least once a week (daily is better), look around and see what you can remove from the office. Find a file, catalog, any item you have no further use for and pitch it. Look for items to recycle, donate, or put into storage. Keep on your desk only those things you use constantly throughout the day; stow everything else. The fewer things in the office, the easier it is to keep them organized.
• Uncomplicate. When it comes to organization, simple is best. If a paper day planner works for you, don’t be intimidated to go digital. If manila folders get the job done well, entering everything on the computer is not advantageous to organization. Use the most uncomplicated method to do the job well.
• Streamline. Look for shortcuts in every repetitious job. Identify a task that could be made simpler by the use of a form—taking reservations, getting items for the newsletter, compiling records, whatever. Make a sample form; print a few and give them a trial run. Or have someone observe how you do a routine job and ask for suggestions on trimming time. Finish and clear your desk of one project before starting another.
• Schedule your tasks. As important as having a place for everything is having a time for everything. Whether your supervisor directs or not, plan your recurring jobs for specific days and times. Set aside blocks of time for related tasks. Before starting a job, estimate the time necessary. After the job is completed, check your estimate against the actual time consumed. This helps you organize future workflow.
Obviously, your agenda will sometimes be interrupted (emergencies never happen when it’s convenient). But, having a plan tends to keep you on track and gets you back to your priority once the crisis has passed.
In spite of inevitable exceptions, you can follow these steps more often than not. Try it and see. Organization is well worth the effort.
I’d love to be able to find the named files breakdown for a filing system for church. i.e. vendors, licensing, procedures, finance, equipment, vehicles, etc.
Any ideas of resources?
Sandy,
The most important thing for a filing system breakdown is that it work for YOU.
Some suggestions as you put this together:
1. Brainstorm first.
You need to think about the overall categories that your church operates within.
You jot down the areas.
Ask those you work closely with for the key areas of importance to them, e.g. ask the pastor and business administrator.
2. Think about how you retrieve things–that is what is always most important about filing–not how you put it away, but how you are able to retrieve what you need.
3. Do a trial organization.
One thing I have found very helpful when I redo a filing system is to use the Post It noes as temporary labels. I try that for a few weeks to see if that is really how I want things organized and then later do the permanent labels if it works.
4. Don’t make your files too small–files within files can be a mess and so detailed they cause more stress than help.
5. Be sure to set up times, every 6 months or so when you go through and discard materials no longer needed.
6. Consider what needs to be saved in digital format–this is important today and consider an online storage for them. Financial and membership records, etc. anything that is invaluable is good to have in offsite (on the web) digital storage. That way if a disaster happens, and no one can get to the church to save records, you have backups.
7. Last of all, and this should have been first–pray for wisdom and a servant’s heart as you do this–our Lord knows and cares about every detail of our lives. He can see into the future of what we will need and loves us tremendously.He delights in being part of your day.
Hope that helps!
Yvon