Disorganized bossie--help!

[dettu]

Bossie's office was a MOUNTAIN of unfiled papers, CDs, random this and that stuck into folders, etc.  While he was on vacation 2 months ago, I went medieval on that office and got 95% of the stuff organized and filed, put into binders, neatly contained (CD's), etc. except for a few things that he had marked DO NOT MOVE.  Those things are still on his spare table.  In the mean time, he has covered his desk with another mountain, and now the stuff is again spilling onto the floor, which I had spent a lot of time cleaning of mountains and stacks during my blitz.  And there are some empty paper boxes in there too--heaven knows what he's planning to do with those.  If I try to talk to him about this (as with ANYTHING serious), Bossie makes a humorous remark that means, "It's my problem, go away."  Unfortunately, then he needs something and comes to me for it, and how can I find it in his mountain?  And again he can't use his office for small meetings/interviews/etc. because it's so messy.  I *know* he wants help in getting/staying organize, he's said so before, but I have no clue how to approach this when he absolutely won't sit down and meet with me (for anything--my review is now 4 months overdue), won't commit time to anything, etc.

[countrigal]

I had a boss like this and I simply handled it this way.  I told him part of my job was to keep him organized.  In order to do that he would have to help.  I set up files and folders for him to put daily stuff in, gave him cubbies to tuck things (since he just *had* to have things filed vertically) and warned him that anytime he wasn't in his office I would be putting things away.  Then anytime I saw him start to put something in a pile, or on a chair (for example, a report I new he had wanted or something he had signed and wanted back) I would tsk-tsk him and ask him (with humor) "Is that where that's supposed to be?".  It took time, but he started using the filing system I had created for him and found he liked knowing where things were and being able to see his furniture and floor.  And anytime he was out for an hour or so, I would go into his office and start filing things for him, removing piles from everywhere as I went.  I wouldn't get it all done at once, but it started to make a difference.



It sounds like your bossie would best be handled with some humor and good-natured threats.  Good luck getting him to change his spots!  From someone who's been there, I know how much work this will be for you.  Good Luck!

[msmarieh]

Definitely one of the keys is setting up a better system that works with your boss's particular quirks. You need to help him keep on top of it weekly, if not daily. When things slide for months you can see how they return to exactly what they were.



Start by adding a "to be filed" box next to his in/out boxes. Get clear guidelines as to how long he needs to have certain reports, create files for them in chronological order and go through and pitch what's past the needed dates.



Learn how he thinks. If he is the type of person that needs it out "so he can find it", come up with reasonable suggestions for alternative methods of keeping it organized. If it doesn't match the way he thinks, he won't use it.



There are lots of ways to help him if he is willing to try them. Make an appointment on his calendar for "x" amount of week each morning to cover what you will be working on that day. Obviously this needs to be short, but it forces him to work with you so that you can help him more.



Good luck!



Marie

[bethalize]

The "to be filed" box is a great start, as if you can't find it, it must be in there.

Good luck!

[katzee]

Dettu: I too have a boss who uses the "Pile" filing system. Pile it here, pile it there, pile it everywhere!. His office always looks like a ticker-tape parade just when through. It used to bug me to death. But after years of trying to get him to "straighten up", I finally learned his "system"--the piles closest to him are the important things; the hot files that need attention NOW are on the floor near his chair; the stuff he doesn't care if its ever completed are on the right corner of  his desk and the work that needs review is on the left corner; the piles in the corners are cases that have outgrown his credenza and don't need attention for awhile. He will sometimes put his own files away--nice, but he has a bad habit of filing by MIDDLE INITIAL. Talk about confusing! Luckily, he realizes his "system" is hard on the admins and doesn't get upset when we have to look and look for something. Most times though, he knows EXACTLY where it is! Now the other attorney is directly opposite--complusively neat. There are  NEVER papers or files on his desk--its completely clean except for the file he is working on and his desk sign-ABC, Attorney at Law. Even the pens and pencils in his drawers point the SAME direction. I swear I caught him one day organizing the peppermint candies he likes--making sure all the twisty flaps on them were face down. So you see I've had it both ways. I'm not sure which is better (or worse). Good luck to you. My thoughts will be with you!!



Kat