If you are a fleet manager, there’s a good chance that your desk is gets buried in paperwork, receipts and probably a few trade magazines faster than you can say, “I know it’s here somewhere”.
That’s not to say you don’t know where everything is, but we thought we’d share a few tips on how to get or keep things in order so nothing falls through the cracks at work.
Of course a good fleet fuel card service should provide you with reporting features that will help cut down on the need to save every receipt and maintenance record. (If you don’t have a fleet card, click here and let us help you find the right card for your company.)
At the same time, don’t underestimate the power of different color folders to help create a quick system that will bring sanity back to your desk.
When labeling your folders, be very specific. Write exactly what it is you have in the folder on the folder. You don’t want to put “Misc” on a file because that’s basically moving one pile to another.
You’ll be surprised at how quickly things get in order, without giving up the job security in you being the only one that knows what’s going on.
Next, get rid of any office supplies that don’t work or you haven’t used in a while – from the pen that doesn’t have any ink, to the coffee mug that’s started to look like a science project to all of the trade mags, complimentary calendars, beef jerky wrappers…you get the point. Get rid of the stuff you don’t use.
Do the same with your address book or that rolodex on your desk. Take all the names out that you haven’t used in the last year or so. If you are feeling guilty, just take all those cards and drop them all in one of those “free lunch” bowls at a local restaurant.
Start keeping a check list of work you need to get done and goals you are trying to achieve, even if things keep coming up in your day to distract you, keeping a “to do/goals” list will help you get back on course throughout the day. Try updating the list at the end of each day so that you can add new items and even better, check a few things off.
Another idea that might make your life easier – only work from ONE calendar. Whether it’s on your computer, phone, or the “you might be a redneck” desk calendar you got at the office holiday party, only use one. That way you can truly keep an accurate schedule of both your personal and professional life. If you’re keeping track of more than one schedule, use different colors for each person.
Also, when you’re entering your schedule, make sure you give yourself a reminder about that event about a week out. That way you don’t send a truck out on a cross-country road trip on the day it’s due to at the mechanics for a tune up.
These are just a few basic tips that are an easy way to quickly get things in order and make your operation more efficient at a time when efficiency is everything.
Photo copyright of Visnup