How to Be Organized at Work – Following Up
By Andy Heath
We have discussed telephone organization and paperwork organization. Now we are going to discuss following up, which is really a lot simpler than you would think. It’s nothing more than using a calendar system.
As I write this article, I know that in a few weeks I must call a lady and remind her of an appointment she has with my boss the following day. You might ask how I could possibly remember something like that.
Here’s the thing – I not only have to remember to call her, but I have to remember why I am calling her, what her name is, and what her telephone number is. I noted the concept of temporary notes in my previous post, where you write some information down that you will need for a short period. If you’re going to follow up on something the same day, temporary notes are fine. However, if you need to remember to do something in a matter of weeks, temporary notes are not the way to go.
In this case, I use Outlook software, which is the e-mail software I use at work, and I simply enter a task for the day I want to call this lady. I also enter her telephone number and name, and I put down that I need to remind her of her appointment. Once I have that information in Outlook, I no longer have to worry about it. I simply wait till that day comes and then the information comes up automatically on my computer.
The wonderful thing about this is that it makes long term follow ups effortless. I can remember to make calls, go to meetings, and have certain projects done. If I were a supervisor over several employees, I could also keep up with the times of those employees’ performance evaluations.
Short Term Follow Ups
Let’s say, though, that your boss asks you to remind her that she needs to buy a printer cartridge when she leaves that day. That means that the only trigger you will have to remember to tell her is that she will be walking out the door. In this case, a temporary note will probably work well. You might write the information on a post-it note and put it on top of your desk so that you will run across it throughout the day. Then, when you see her leave, you can mention that she needs to buy a printer cartridge.
Follow Ups as a Show of Value
On occasion my immediate supervisor asks that I check on something. Often it is very routine, but sometimes it might require a follow up because the person I need to talk to is not in the office. In that case, you need to keep the file on your desk with a temporary note stuck to it of what exactly you need. You also need to let your boss know – I usually send a quick e-mail – that you still have the file and will follow the instructions through to their conclusion.
Many employees would simply go to their bosses and say, “Sorry, but I just couldn’t get in touch with the person you needed. Here’s the file back…” Don’t do this! Follow through on your assignments and use the tools you’ve learned in this three part segment to make it happen. Then you will find that you’re a more valuable employee, and that is ultimately the goal.
I hope you’ve enjoyed this three part segment and that you’ve gotten something out of it. If you have any questions or suggestions, the simply contact me.
