A trip from Chaos to Efficiency Issam Sultan, managing director of UK flight support company FltCtrl.
Declutter

The answer was simple, “definitely it is not.” I started off with a picture-perfect office space but as time rolled by things changed. My trays started filling up with necessary (and not so important) documents, memos, notebooks, business cards, industry magazines, bills, office equipment, and various other stuff that I knew did not belong there in the first place.

I could no longer find my way around the clutter. It was distracting, and I could not focus on the tasks at hand. However, most importantly, as I always lead by example, this mess was sending out the wrong message to my team.

To avoid any further procrastination, I set aside a date on my calendar and made a promise to myself that at that time I will organize my workspace. “Declutter Day” has finally arrived! First I had to take care of any distractions that might get in the way of accomplishing my goal - so I diverted my calls to voicemail. I then configured my email client to send out an “out-of-office” message so as not to get distracted by any incoming emails. I posted a “Do Not Disturb” sign on my door and closed the door - I knew if I kept it open - I will continue to get side-tracked with do-you-have-a-minute meetings.

I started by putting everything that was hoarding my desk, trays, and drawers in one big pile next to my desk. The only items left standing on my desk were my computer, phone, and a framed picture of my family. Now that my desk and drawers were empty, I designated a “home” for everything I needed and will continue to use:

1. Office Supplies: In one drawer - I decided to place office supplies (Pens, highlighters, paper clips, stapler, tape, scissors, calculator, sticky notes, etc…) that I knew I would continue to use on a daily basis.
2. Personal Items: I have set aside another drawer for my personal items (wallet, keys, personal phone, plus other items I knew I would bring with me to the office every day and then will need to take with me as I leave).
3. In the storage cabinet behind my desk, I placed four large container boxes and labeled them as follows:

• “Office Supplies” - to store any office supplies that I knew I would use soon but don’t need access to them on a daily basis.
• “Cables & Chargers” - to store cables and chargers that are still in use.
• “Manuals” - to keep all manuals in one place for easy access.
• “Schwag” - to keep all those gifts given to me during industry shows - I usually pass these on to friends and family when they pop in for a visit.

4. Placed several magazine folders on the top shelf of the storage cabinet to organize and store those reference books and materials I use on and off for my work.
5. In the filing cabinet, I have placed a good number of empty hanging folders for easy access and handling to the back of the drawer. This allows me to file any project immediately without the need to go looking for the proper supplies to do so.
6. Placed labels on my desktop stackable trays with the following labels:

• Icebox - dedicated to documents, letters, and items that have not been looked at and not sure whether I want to keep or toss away.
• Backlog - place items that I have taken from my icebox and required processing but I am not yet ready to work on, however. In most cases, these items need a little more time to process and are not high on my priority list.
• Current - place items that I have taken from icebox and backlog and currently working on -usually these items are on the top of my to-do list and are grouped by the project in their separate folders!
• Blocked - place items that I find myself blocked on and not able to finish processing; because either I need additional input from a supplier, client, or someone from my team.
• Done - place items that I have finished working and did not have a home in my office space - things like outgoing mail or files that I need to pass on to someone on my team.

Next, I started sorting through the large pile of items next to my desk using a simple rule of placing items that had a home in their home straight away. Things that did not have a home and had no relevant or important information and was no longer needed were trashed. I timed myself as to handle each item in the pile as quickly as possible.

My objective was merely to declutter and not to processes any of these items now. By the end of the day, everything was neatly placed in its “home.”

Next time we meet, I will cover the next step I did - prioritize the work and what needs to be processed and when.

Next week: 'Prioritize'

Previously: 'First things First'

www.fltctrl.com

About the Author

Issam Sultan is the Managing Director of FltCtrl Ltd headquartered in London, UK. Combined, the company’s team of professionals, FltCtrl has over 40 years of aviation industry experience and currently specialises in developing aviation IT solutions to the aviation industry.

While working in the UAE with flight support services firm RamJet Aviation Support for more than 17 years, Issam became increasingly frustrated by the complexity of the flight operations process – it was crying out to be simplified. Aviation requires quick decision making and to do this, one needs to have all the relevant information at their fingertips. Team synchronicity is invaluable. From that seed, the idea for FltCtrl was sown. Using the latest technology, FltCtrl has also started Flock.aero, a Community Driven Aviation Directory that aims to give aircraft operators and suppliers the power to connect and succeed in their business. At its very core Flock is a directory of all the airports and suppliers operating at these airports, but more importantly it is a platform where operators and suppliers can connect and find new opportunities to improve their business operations.