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Have you ever delegated work or asked for things to get done by others that slipped through the cracks?  Did you end up feeling frustrated and upset by the lack of accountability?  Following up is necessary because, unfortunately, things do not get done on time or as promised or expected.  Read this article for helpful tips and insights on using effective systems and processes to follow up on things you request from others.

In a perfect world, you would not need to follow up on anything.  You would delegate work and assignments to others and they would get them done on time and accurately.  You would ask someone to help you with something and they would do it efficiently enough to hand you a product that's exactly what you expected.  Unfortunately, you do not live in a perfect world.  When you ask for things to get done, you need to follow up most of the time.  This is especially true if you are leading or spearheading a project. Here are examples of when following up may be needed:

• You ask for a price quote from a travel agent to be sent to you and you still don't have it after waiting a few days.
• You leave a message asking for information and no one calls you back.
• You email asking for feedback and never receive a response.
• You ask for someone to bring you something they borrowed and nothing has been returned after weeks have gone by.
• You begin a project at home and the contractor does not return for a few days after starting the project and doing the prep work.
• You give information to a client and have to follow up to see what their decision is - to buy or not to buy your product or service.
• Sometimes, you're even told to follow up after an interview or after sending in a job application!

There are so many instances when you need to follow up on requests you have made.  These are just some examples.  Whether you like it or not, you must follow up on things.  What's the best and most effective way?  Here are a few ideas below.  Choose the method that works best for you based on your personality and style.

Here are 5 effective systems and processes to use to follow up on important tasks, projects, assignments, and chores to get things done effectively, accurately, and efficiently.  Choose the system that suits you best based on your personality and interests.

Let's say you place an order for work today.  You need to follow up to make sure the order arrives.  Give yourself 5 to 10 days (whatever length of time is necessary) to schedule a follow-up.  If the order is due to arrive within 5 days, put it on your calendar to follow up in 6 days.  If the order has arrived, dismiss the task from your calendar.  If not, contact the vendor or seller to see where the order is.  

When scheduling, give yourself 15 minutes for each follow-up as it may take time.  You can create a separate follow-up calendar that does not interfere with your appointment calendar.  Typical things you can follow up on include:

• Voicemail or email responses to answer their questions
• Billing notices
• Checks to be paid to you
• Delivery of orders
• Maintenance requests
• Client business
• Important piece of mail due to arrive soon
• Travel plans

If you do not use a computer planner or calendar, use a paper version instead.  For example, if you tell a person, you'll check back with them in 2 weeks, go into your paper calendar and planner 2 weeks from the date and make an entry.  On that day, make contact to keep your promise.  You'll be amazed at how efficient you will become with your processes by developing a system for following up on important matters.

There are some very practical and affordable planners and calendars available on Amazon to purchase.  Click HERE to see the planner shown below.

The Reminders app on your Smartphone is another way to schedule future follow-up dates.  You can have a list for work, one for home, school, business, etc.  Then, you can schedule reminders to follow up on various tasks in the future.  

The calendar app is also one you can use to schedule follow-ups!  It's a great tool if you typically use your telephone more than a computer or laptop.  

Microsoft Excel is another great tool to use to stay organized in various aspects of life.  You can create a follow-up spreadsheet.  You can mark when you need to check back on tasks, projects, and activities in the future.  With Excel, you can make various changes to the spreadsheets to suit your needs.  You can create one on your own or use a spreadsheet already created for you on efficiencyandorganization.com.

You can do day-by-day follow-ups or weekly.  Print if needed, or simply cross off (highlight with a dark color) when an item is completed.  Excel is very easy to use and making a simple spreadsheet would be highly effective, especially if you need to refer back or "search" for items from the past!

Make a folder for it when you need to follow up on something (preferably a pocket folder because it's sturdy, and you can put documents in the pockets).  Staple a cover sheet with the task's name on the folder.  Write down when you need to follow up and how on the top sheet.  The form can be downloaded by clicking HERE.

Purchase 2 desk organizers.  One that has 4 slots and one that has 5 slots.  The 4 slots can be for every quarter of the year:

• January - March
• April - June
• July - September
• October - December

You can put the folders in the appropriate quarterly slot.  A 4-tray desk organizer from Amazon might be the best way to go!  You can also get a 5-tray organizer for each day of the week:

• Monday
• Tuesday
• Wednesday
• Thursday
• Friday

This will be for weekly follow-ups whereas the 4-layered organizer would be for future months.  What's nice about the project folders is they are tangible.  You can actually physically hold what needs to be checked on and followed up on so you can become far more organized and efficient about your tasks.

The 4-tray organizer can be found on Amazon by clicking HERE.

The 5-tray organizer can be found on Amazon by clicking HERE.

Following up on things should not be a necessity or a requirement but unfortunately, it is.  We rely on others to help us with tasks, chores, activities, and projects.  We expect them to do their parts involved in an overall process to move matters along.  Due to disorganization, distractions, and inefficiencies, they sometimes "drop the ball."  We need to follow up to make sure our expectations are being met and promises are being kept.  Benefits of following up with people when we need things done include:

• Reduces the chance of mistakes
• Effective communication 
• Shows your intentions
• Makes you seem reliable and responsible in others' eyes
• Give you more success
• Have better workflow
• Ensures tasks are getting done in a timely manner
• Gives you peace of mind

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Ruzanna Krdilyan Hernandez, Ed.D. is an award-winning educator and content creator writing books/articles on efficiency, organizing skills, productivity, goal-setting, time management, planning, self-development, and achieving more in life. Hernandez is the author of efficiencyandorganization.com, which focuses on six areas:

Personal life

Personal finances

Small business owners

Educators

Students

Careers

She writes in these focus areas on how people in every aspect of life can achieve more by being more organized and efficient with their processes to become consistent, timely, and successful. She is an expert and a lifelong learner of organization, time management, personal efficiency, and goal achievement. This article shares some of her strategies and other researched and proven tips, techniques, and strategies. The book, Efficiency and Organization, is available on Amazon.  Her second book, Organization and Efficiency in Personal Finances, is also released and available on Amazon.  Efficiency and Organization's YouTube channel has over 100 helpful videos.  

Disclaimer:  As an Amazon Associate, I get earnings on qualified purchases. 

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