Have you ever asked yourself what impression clients get when they see a financial advisor’s cluttered desk?
You might think it signifies an advisor who is busy, hard-working and efficient. But your client could well perceive that you are scattered, disorganized and prone to losing documents if your desk is cluttered
Clients want their advisors to show that they are organized and in control, says Kyla Rozman, a professional organizer with In Order To Succeed in Vancouver.
Having an orderly desk is a matter of knowing what you need and eliminating distractions. Here are some steps you can take to unclutter your workspace:
> Control your paper
“In an electronic world,” Rozman says, “paper is [still] the one thing that gets out of control on your desk.”
Implement systems to keep that paper from taking over. Set up containers that can act as an “inbox” and an “outbox,” so whatever needs to go in or out has a designated space. Also, create a home for active projects, such as invoices and client files needed that day.
Keep a shredder, recycling bin and wastebasket nearby. These items should be within arm’s reach so you can dispose of the paper quickly.
> Have easy access to your tools
Have a digital calendar and task-management software. If you prefer, use a paper-based planner to track your to-do list.
Keep a small notepad handy for jotting down those ideas that come suddenly. You can write up a reminder to go back to that idea without distracting yourself from your current task.
> Get rid of items you don’t use
Books on your desk usually do little more than take up space. If you are not using a book for reference on a regular basis, it should not be on your desk.
Rozman’s rule: every item on your desk should be used at least once every three days.
And if you think you can hide those extra supplies in your drawers, think again. Like your desk, your drawers should only hold items used regularly. These might include current client files, pens and a notepad. Rozman suggests that items in drawers should be used at least once a week. If not, they do not need to be close by.
> Remove time-wasters
Electronic devices such as your cellphone or a tablet computer are common distractions. Those devices can divert you from an opportunity to complete high-priority tasks.
If keeping those items off your desk does not seem realistic, determine a time of day when you will not check them.
Rozman cites the 80/20 rule of productivity: 80% of your results come from 20% of your efforts. She suggests taking 96 minutes, which is 20 per cent of an eight-hour workday, and focusing on important tasks for that period. This means not being tempted by a blinking device that indicates new emails or social-media notifications.
Slotting this 96-minute period in the morning is a good way to start your day. “It really increases your productivity throughout the day,” Rozman says. “In effect, you will be getting far more done all the time.”