How can I organise my boss?

[akara]

As i have mentioned before, I work for a very small company.  Most of the time it's just my boss and me in the office.  He's not very organised and has a very bad memory, and as far as he's concerned all admin matters in the office are my responsibility.  That's fine - I'm not disputing that.

The office works on files - every issue has a clear plastic folder with all the papers relevant to it inside.  I try and label them so we can find them.  Every day his desk has at least two piles of stuff he has to sort out, a pile of 'pending' things he's waiting for phone calls on and several other piles which appear to be things he has to deal with eventually but aren't urgent.  There is also a bring forward system - if he's deferring something a week or so it goes in here, and every day I bring him the files in the relevant day's pocket.

THe problem is, my memory isn't much better.  When he asks me for a file, he hasn't got a clue where it is and expects me to find it for him.  I then waste at least half an hour looking for it - if it's not in the bring forward file then I have to start searching through the piles on his desk, where it usually turns up, but not always.  I feel I waste a lot of the day doing this, and there must be a better system.

The fact that my boss is a busy man with a bad memory is not under dispute.  The fact that I have a bad memory also is, unfortunately, also inescapable.  My boss does not adapt to change easily, but I really want to implement something that will help me find files faster - thus making me more efficient and causing him to get less stressed (because I will be able to find things more quickly).

Any ideas?

Akara

[Christine Itterly]

Akara,  unfortunatly, I have not ideas to help, but your situation sounds alot like mine.  I do have a great memory, but it doesn't matter, if he doen't remember somthing then it never happened.  One thing I started a few years ago when I needed his approval on something (that he says he never got).  I would write out exactly what I needed on a post it note, with the date and time I gave it to him.  I would then copy this and keep it in my personal file.  That way when I needed an answer, I would walk into his office, with the copy and ask him about it.  I didn't always get an answer, but at least I had back up that I gave it to him in the first place.

If you come up with anything, I am open to suggestions as well.  Until then, Hang in there, you are not alone!

[bethalize]

Hmm. A difficult one.

What about, instead of taking the file out for putting in the "bring forward" or "pending" tray, using a system where you write the reference number of the file on and a short note and have those sitting around instead. That way, the only files out would be the ones that are actually being worked on and you don't lose sight of what needs doing because it's written on the cards. When he wants the file he can get it out the master filing system. Every afternoon you can rescue all the files and put them pack in the main cabinet, replacing them with cards.

The other system is to have a "checkout" system, but it doesn't sound like your boss would follow that.

Bethalize
Peer Moderator

[lioness]

Based on what you wrote, I think your best bet is to take some time at the end of each day and get organized for the next. You can go through the piles on his desk to make sure you pull all the stuff that needs to be brought forward and place them somewhere in your own workspace. That way you can then take them in to him the next day or keep them on your desk until he's ready for them. As things are completed, or set aside for whatever reason, you go right behind him and put it where you can find it instead of letting it sit in the piles on his desk (where it will surely get lost). Then when it's needed again, you know right where to get it. One way to do that is to set up a space where you can both get to whatever it is you're looking for. If you can urge him to be more diligent about giving things back to you, this system might work.

It'll probably take some time to get this system going perfectly, but once you've got the hang of it, things should run a lot more smoothly.

Lioness, Queen of the Jungle

[kpj]

Hi Akara

You can try the following.

Creat a file list of all the files that your boss works on (You can do this electronically for each of updating etc.) Print only one copy of the list for both of you to share. (This is to avoid any confusion when making changes and you would be able to keep track of what is going on at all times).  The list should contain the name/file number, date the file was opened, current status and the date of the last update (this can be done when a new file is added in order to have an updated list).

The item that might be of most interest to you is the "current status" this should be written in pencil for ease of editing, this indicates the current use of the file, whether pending, filed, archived etc.

For the most part all the files should remain in the cabinets except those that being used and should usually be checked on a daily basis.  If at the end of the day the file is not needed for the next day then, indicate the relevant status column whether file, archive etc and then dealt with accordingly.

It might be a bit of work in the beginning but I am sure that it will assist you greatly.

Hope this helps.

[elkiedee]

I'd find a way of taking on control of the piles from him and just bringing what he needs at the beginning of every day. Ask him if you can sit on or if he can talk you through how he decides/organises priorities for the day.

Use a paper or shared electronic diary eg the one available on MS Outlook for the notes.

Work out with your boss what would be the best times/ways each day to make this work - you need to work with him - my section manager's secretary tends to "tidy up" when he's not looking and I can understand the temptation but it doesn't actually work for him or the rest of the section.

Luci