We all know being organized at work is important, but most people have a hard time doing it. Believe it or not, getting organized is not as difficult as it seems. A few fixes and solutions will make it easier for you to become an organized person than you might think.
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Method 1 of 4: Setting the Place and Time
Step 1. Monitor your activities
Spend a few days journaling or keeping track of your daily activities. By keeping a journal, you can see what things you've done that you didn't realize before. In addition, journaling can also give you a little idea about your shortcomings in organizing things and being productive. This exercise should be done with a big goal in mind. Through activity logs, you can see which activities are a waste of time and which activities can support you in achieving your goals.
Step 2. Determine your productive time
Some of us are early risers, and some are not. You probably already know when your productive time is. Whether you prefer evenings, mornings, lunchtime, even before or after the peak hours of the workday, take advantage of these times to maximize your productivity.
Step 3. Prioritize your work
We all know that some tasks are more important than others, but we don't always prioritize them right. So develop a ranking system by marking tasks as important, and be honest and flexible. Use reminders, either using a digital calendar or sticky notes on your computer or on your desk. Dedicate more time and energy to the things that are top priority on your list. Examples are time-sensitive tasks such as tasks that must be completed today or tomorrow. You should also prioritize responding to clients, bosses, or other people who pay your salary. If you are unsure about the sensitivity and importance of a task, it is better to ask someone.
Step 4. Complete small tasks immediately
Not all tasks have to be prioritized and scheduled to be completed within a certain timeframe. Some tasks don't require planning or scheduling because they can be completed right away. If that's the case, you can quickly complete the task right away. So, do it now! By immediately doing light tasks, you will not procrastinate.
Step 5. Organize tools and work tools
Our desks can easily go from messy to broken boats, and this can prevent you from being an organized person. Some people even have a “clean table” policy. Even if it's not really necessary, it's better to clean your work area.
- Tidy the table. Take out all the trash and organize the things you need in a systematic way. Clean your desk whenever possible: when you don't have work to do at the office, during breaks, or between tasks.
- Immediately clean your trash. That way you will always remember to clean your desk. In addition, you can avoid getting annoyed by the garbage that has accumulated.
- Store the things you need in an easily accessible area. Of course not everything around you is trash. Keeping the tools you need nearby can also save you valuable time and workspace.
Step 6. Schedule activities and meetings
Some people only schedule meetings, but not with the activities on their to-do list. Scheduling important tasks and meetings can be very helpful. For example, you can group your days by holding meetings only on Tuesdays and Thursdays. Make room in your schedule for “creative time” or for the unpredictable.
- Use a schedule and calendar manager. You can create your own schedule manager using paper and pen, or it can be software and apps, such as iCalendar or Google Now.
- Categorize your activities. Categorizing or color-coding your activities can be your visual reminder of what's important. For example, the categories you create could be: correspondence, projects, events, meetings, brainstorming, breaks, and exercise time.
- Use technology to manage your schedule. Online schedule managers and email platforms, such as Outlook, can combine to-do lists, calendars, and address lists. This schedule manager not only improves your efficiency but can also simplify your thinking.
- Turn in work whenever possible. On a busy workday, you tend to forget that you don't have to do everything alone. Leave your work to an assistant, or if you're really swamped with work, ask your coworkers to help you with a specific task. You can return the favor for your colleague's help when work starts to wind down.
Method 2 of 4: Organizing Emails Systematically
Step 1. Check your email at the scheduled time
You don't always have to check your inbox because most messages aren't as important as you might think. If you're working on a job that doesn't require a quick follow-up, check your email at regular intervals, about 3 to 4 times a day.
Step 2. Organize email
Take advantage of the folders and flags feature instead of letting your messages pile up in your inbox. For example, the folders and subfolders feature in Outlook or the multiple labels and inbox features in Gmail can be profitable. If you are a journalist, your files may be named “Latest News”, “Future News”, “Old News”, “Interviews & Resources” and “Ideas”.
Delete and archive your emails. Archive important and old letters, then delete the rest. Like the example above, “Old News” is a journalist's archive. As you start deleting old emails, you'll see how many emails are worth throwing out rather than filing. Some people even decide to have a “zero inbox”, that is, no unread emails or no emails in your inbox. In addition to using files and labels, you can empty your inbox by using the archiving tool, deleting old emails, and using an email cleanup app
Step 3. Use other, more efficient forms of communication
Sometimes a quick phone call is the equivalent of 10 sending and receiving emails. If so, call! If you know that exchanging e-mails can hinder discussion and need to be done back and forth, it's better to communicate by phone. You'll get more details by calling instead of discussing lengthy, wordy, and time-consuming emails. You could email your coworkers and say, “I have a lot of questions about this. Maybe it would be easier to talk over the phone? Can I call you at 5?”
Step 4. Limit interruptions
Strategic breaks can indeed help, but interruptions during work time are the opposite. Interruptions can slow down your work, break your rhythm, and make you lose focus. So, try to use voicemail when you are busy. These tools aren't just for when you're not in the office; these tools can also be used when you are very busy. Many people have an “open door” policy, but you don't have to keep your door open all the time. You can leave a message on the door that says, “On a call”, or “Room is being used. Please come back again or send an email.”
Step 5. Take advantage of the cloud
Cloud computing is worth considering because it is cheaper, scalable, more efficient, and easier to update. The content contained in the cloud is very useful because it can be accessed on various devices: computers, tablets, smartphones, and others. Cloud storage also acts as a primary and secondary form of digital backup. Discuss with the ICT manager or with the software provider as you may already have some free storage space in the cloud or it is available for a low annual fee.
Step 6. Use online bookmarks
Most browsers have a bookmark feature to save and organize your favorite web addresses, or those you visit frequently for easy and fast access. Take advantage of this feature so you don't forget important sites to check the latest news.
Method 3 of 4: Making the Most of Time
Step 1. Avoid doing several things at the same time (multitask)
All experts believe this. While this may look fast and cool on TV, doing many things at the same time is inefficient and can interfere with the effectiveness of your efforts to be organized. Instead, you're better off dedicating your full attention to one task first, tackle it, and move on to other things on your list.
Step 2. Make a schedule for yourself
Fortunately, most jobs don't require you to create a daily schedule based on the minutes. However, marking your daily schedule and the important tasks or events of the day can keep you focused on your tasks.
- Set time limits for certain activities. Some tasks don't require setting a time limit, but others should be parameterized to increase your productivity. Think of some tasks that take up more time than necessary, and set a time limit for them at a later date.
- Allocate extra time for other activities. Some tasks, as you'll learn from experience, usually take longer than they should, but that's not a bad thing. For this type of activity, and especially important events and meetings, allocate extra time before and after.
Step 3. Use a timer, stopwatch, or alarm clock app
These objects can be effective when used properly. Some people choose to set their alarm 10, 15, or 30 minutes before the required time to give them sufficient warning before starting an activity. You can also set a reminder tool (reminder).
Step 4. Don't procrastinate
Ask yourself if you really should postpone an activity or if you just want to be lazy. If you feel like slacking off, don't procrastinate-do it! However, if delaying an activity is unavoidable, make sure you take notes and reschedule the activity with a concrete plan. Or, you can think of an impromptu plan. For example, if you have to cancel an in-person meeting, you might want to make a conference call or web conference instead.
Method 4 of 4: Maintaining Physical and Mental Health
Step 1. Take a break
Resting your mind is essential to maintaining your productivity and mental health. We are usually too busy working to not have time to rest. Taking a break gives us a much-needed break to increase our productivity. However, taking a break also provides an opportunity to stop and question whether or not we are making good use of our time.
Step 2. Sleep better
Without a good night's sleep, you will feel dizzy, tired, or lethargic the next day. This can interfere with your schedule and efficiency at work. Make it a goal to get 7 to 8 hours of uninterrupted sleep every night.
Step 3. Don't compare yourself to your coworkers
Most of your coworkers' work is different from the work you have to do, and everyone has their own method of organizing their work. A method that makes sense and is efficient for your co-workers may not work for you, and vice versa.
Step 4. Accept that getting organized is an ongoing process
Don't expect to be perfect. Order is a long process that requires constant attention. You won't be optimally organized every day, but trying to be a regular person can increase your efficiency.
