Challenge: This client called Organized Office Solutions to help organize their home office because:
1. They could not find what they needed when they needed it 2. Their workspace was covered with paper 3. Their bills were sometimes late because they got lost in the piles of paper 4. Their space was not being utilized effectively 5. They were feeling out of control
Solution: Organized Office Solutions worked with this client to identify their goals, who used this space, and how they used this space. Here's what we did:
1. We sorted through everything to determine what they no longer needed. During this process, we coached them on how to make these decisions 2. We created one area for office supplies 3. We created one spot for incoming mail 4. We created a system for paying their bills on time 5. We created a new filing system that they could easily maintain and find what they needed when they needed it
Case Study II (Office – Shared Files)
Challenge: This client called Organized Ofice Solutions to help organize their shared files in their office because:
1. Their employees were wasting so much time trying to find documents when they needed them 2. Because employees were afraid of losing documents, they would make a lot of extra copies and store them in their workspaces 3. Anytime they experienced turnover in their organization, it took a long time for their new employees to get up to speed and become productive 4. They were very concerned what would happen if they were audited
Solution: Organized Office Solutions worked with this client to identify their goals. Here's what we did:
1. We implemented the network version of Paper Tiger software 2. We sorted through their files to determine what they no longer needed. During this process, we coached them on how to make these decisions 3. We converted their current files into Paper Tiger software and trained all employees on this software. This enabled each employee to search the paper files from their own computer and find any document in 5 seconds or less.
Case Study III (Supply Room)
Challenge: 1. This client called Organized Office Solutions to help organize their supply room because:
2. They were ordering new supplies unnecessarily when they couldn't find what they needed 3. They often paid a lot more for supplies because they needed them right away and couldn't wait to order them from their preferred vendor 4. Their employees started to keep their own supply area in their desks and their departments to ensure that they had what they needed when they needed it 5. Their space was not being utilized effectively
Solution: Organized Office Solutions worked with this client to understand the current process for ordering and storing supplies and to identify their goals for their new supply room. Here's what we did:
1. We setup a meeting for all parties involved to understand the current process for ordering supplies (Who is their preferred vendor? Who reorders supplies? How do these individuals know when something needs to be ordered? How much of the ordering process is reactive and how much is proactive?) What we found was that there were multiple people ordering supplies and they would order only what they needed. Sometimes the same thing would get ordered twice. Other times they would be in the middle of a big proposal only to discover that they were out of the binding supplies that they needed. The majority of their ordering process was reactive. 2. We identified one person to manage the ordering of supplies and modified their job description to reflect this new responsibility. 3. We created a process for the other employees to follow to let the appointed individual know if there was something that they identified that needed to be ordered. The order was scheduled to occur at the same time each week so there were no surprises. 4. We gathered all of the extra supplies from all of the areas (other than the basics) and grouped all of the supplies together in the supply room. This actually freed up a lot of space in the work areas...an added bonus! 5. We sorted through everything to determine what they no longer needed. 6. We grouped like supplies together and labeled the shelves and cabinets for easy retrieval. They found that they will not need to order supplies for quite awhile!
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