Case Studies

Description

The client had developed a number of unproductive office habits. Paperwork for present and past projects, printed materials from vendors, bills and other documents, were stacked in no particular order on all available flat surfaces: the desk, credenza, and even the floor. The client spent valuable time thumbing through the stacks to locate information relevant to a current project. Telephone messages were written on scraps of paper at hand, and the client did not keep a calendar. Lastly, the physical office space was poorly laid out and not especially comfortable or welcoming, which negatively affected his productivity.

The client estimated that he spent up to two hours/day just searching for information, and valued his time at $50/hr. Like many small business owners, he typically worked 60-hr weeks and 50 weeks/year, so his disorganization was costing him as much as $500/week or $25,000/year – one sixth of his annual time and income. He realized he couldn’t afford not to get organized.

Results

Ballantrae Solutions performed a thorough needs assessment, assisting the client in phases: The first step was “clearing the decks” – sorting through what had collected on all the flat surfaces, clearing out drawers and cubbies. This allowed us to identify what needed to be retained, what systems were needed to organize that material, and what could be purged. A separate file was created for each project. A desktop sorter kept current projects visible and prominent; projects not “on deck” were stored away. All reference files were cataloged, indexed, and tracked by The Paper Tiger™ software. A system of labeled binders was used to organize product information and vendor catalogs.

Next we introduced information and time management tools. The client began using a calendar to manage his time, and we provided a “capture tool” so he could efficiently gather information from on-site visits and telephone calls. A paper “tickler” file managed daily action items. With the assistance of a QuickBooks expert, we also helped him work more effectively with financial information by organizing the flow of bill processing, invoices and payments.

Additionally, the dark office was painted a light, calming color and the furniture re-arranged, both for efficiency – for instance, by locating the printer and printer paper together – and to capitalize on the available natural light. This created a more inspiring and pleasant work environment for him.

Benefits

The complete home office makeover increased the client’s productivity immediately. His daily schedule and priorities, current project information, vendor catalogs, messages and notes were all visible and easy to find. The Paper Tiger™ let him find any file in seconds. Because he was spending time running the business, not searching through stacks of papers, his bottom line increased dramatically. The organization of his financial information in QuickBooks made it easy, later, for the client to outsource this business process to a bookkeeper/accountant, saving him additional time and money. Finally, the physical re-arrangement of his surroundings facilitated a more efficient workflow. By turning the home office into a pleasant and inviting space, he was more comfortable working there, and so more inclined to keep it organized.