My Work Process

Given that my work responsibilities have changed, I thought perhaps I should post something regarding them.

I’ve been reading 43 Folders and LifeClever and it inspired me to write a post on the process I go through when I receive an item. Maybe someone will find my process useful or will have suggestions for improving it:

  1. My boss submits a requisition for a purchase and prints out a copy of the requisition for me.
  2. I file it in the inbox on my desk with a Post-It note explaining what it the purchase is for
  3. When my boss’ requisition becomes a purchase order, he prints off a copy of the PO for me
  4. I attach the PO to the requisition with a paperclip and file it back in my inbox.
  5. When the purchase arrives a week or two later, I compare the Campus Delivery Report with the items i received and the details on the PO.
  6. If everything checks out, I sign the CDR and keep a copy.
  7. I open the box(es) and check for a packing slip.
  8. I compare the details on the packing slip with the PO
  9. If they match up, I barcode the equipment and record the details in Track-It!
  10. I then photocopy the packing slip and campus delivery report (I must say that I love photocopiers that staple for you)
  11. I stamp each copy of both and initial them
  12. One copy is filed in my boss’ office, and one is filed in my filing cabinet

There.

By Kim Siever

I am a copywriter and copyeditor. I blog on writing and social media tips mostly, but I sometimes throw in my thoughts about running a small business. Follow me on Twitter at @hotpepper.

4 comments

  1. My job has changed to as of July 31. Here is my work process.

    1. Go to library storage area, collect a bin-full of reports and bring them to my cubicle.
    2. Open the first report and remove staples and binding (surlock, duotang, binder).
    3. Separate summary document from rest of report and also put maps in a separate pile.
    4. Create a folder on local hard drive using report number as folder name.
    5. Scan and PDF summary document.
    6. Scan and PDF rest of report.
    7. Scan maps and PDF.
    8. Record work done in 2 databases and 1 spreadsheet.
    9. Copy folder to server.
    10. Copy folder to backup drive.
    11. When enough of them, copy folders to CD and delete folders from local hard drive.
    12. Repeat ad infinitum.

    In about 6 weeks, I will have finished working on the backlog of reports and will be working on the new ones as they arrive so my scanning duties will be much reduced. What else I will do in the mean time to fill up the time, I don’t know. Currently, I am scanning at a rate of 4x the production rate of the reports so I will have a lot of free time.

    Need some help Kim?

  2. No, I’m good. It keeps me busy most days, but not so I feel overwhelmed. If there’s one thing I don’t like it’s scanning jobs, so I don’t envy you at all, Jules.

  3. You forgot the part where you get the U of L to install a DVD player in your van, Kim.

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