The greatest advancements of this century, the light bulb, the airplane, and computer, were created by innovators – people who imagined things that did not exist and asked why. Being an outstanding employee requires a touch of this inventors’ spirit, a determination to consistently strive to create value – Bernie Milano
Many at times you find yourself in a disarrayed situation. You think of accomplishing a task now, but along the line, you got caught in another demanding your intervention. If you are not careful, you will possibly not return to continue the first not to talk of completing it. Since these situations are made up of competing activities, you are left with the decision to choose which should be done first. If you are well-coordinated, you might be able to move forward early but at some other times, this is difficult. The complexity is higher if you are in a group. Members will be competing to have a say. Whether you are making personal or group decisions, having a standard way of doing things might serve better or be preferred. I do not mean you must follow the rule all the time but having such in place might be the medicine for the resultant severe headache.
You must have also failed to meet a deadline at one time or the other, delayed a friend you are going out together, have to sweat profusely searching for an important document and struggle to submit an application on the last day. I have found myself in all these situations in the time past. The last one appears to leave me with painful experiences. There was a time I needed to submit an application, which was in two stages. In the first stage I passed, I was able to submit an online form. I was not fortunate to scale through the second stage, which involves submitting a letter to justify my qualification for a scholarship. I need not wait for the outcome since I already know where I stand. The officer in charge was ‘well organised’ to politely inform me of my late submission of the email, and that I would not be considered.
Many have similar experiences and are still ‘enjoying’ it. I mean enjoying it. It has become part of them. They never think of changing how things are working with them in this regard. Getting organised is a price you have to pay to forestall these regular scenarios that play out in our daily life.
Perhaps the following would motivate you to escape from your comfort zone.
Saving time and having more time to attend to other things
On time delivery of project or rendering services
Cost savings
Quality outcomes
The list is endless. If you put things in the proper perspectives, your orientation changes regarding how to handle your daily activities, how you organise your working space at home or office, when to do what considering factors of time and other resources; and generally fostering an environment for effectiveness and efficiency in daily actions vis-à-vis the cost of doing otherwise.
Pay close attention to the following areas that you need to organise. You can thereafter add yours in the comment section of this article.
Your desk: Sort items out by client identifier, by project name, by date – whatever makes the most sense for you.
Computer files: Organize file for easy retrieval. Be specific regarding the names you give to files. Put things with similar characteristics into similar folders.
Hard files: Arrange them in a manner they can be easily accessed; alphabetically, by client name or by project name.
Your calendar: Do you have a place to go, project to execute, deadline to meet? Organise them in your calendar to avoid slipping over schedules and being double booked. The electronic calendar may be very helpful since it has the advantage of notifying you of any engagement not minding your location.
Office gadgets: Put things where you can easily locate and use them. Those things use often should be closer than others should.
Yourself: Stop implementing your activities at the wrong time. Stop placing your items in the wrong locations. Let them have their places. Stop jumping the queue. If you want prompt attention, be punctual yourself.
How then can you stay organized?
Communicate better
Do not be the only one on the field of play. Remember twenty-two players prepare for the game. Each person needs the right information as to the wing to play, and how to play handle opponents. If you happened to be the coach, you are not supposed to wait until you get to the field of play before telling your players what to do and how to do it. Communicating with others in your team saves from the stress of running up and down on the field. When you are not well organised, your opponent that is better off does less work hitting the target when your team is busy running from pillar to post. Timely communication makes you better organized to make strategic decisions in a timely manner on the stage of action without the fear of wreckages.
Activities should have their time
Make sure you know when you are doing what you are supposed to do. The time allocated to tasks may not be very much convenient but it helps you to handle chaos situations. When you do just one thing but leaving others undone, you will incur costs that can be monetary, loss of trust, loss of progress, having to delay other things, among others. So, learn to do only what you are supposed to do only at its time.
Don’t just prioritize
Some activities may appear insignificant compare to others but can be like the ignition for a car to move from A to Z. At times, prioritizing might make you ignore and fail to carry out such activity. You will be left to regret your action when you need to have done them earlier before the succeeding ones. It follows that being less importance now does not mean they will remain so in the future. Therefore, stay focused and adjust when necessary.
Let them have home
Things should have their place in the office, on your computer and other electronic devices and in your mind. It is easy to get lost if you do not have a home. You cannot even be located because you do not have an address you were found last. To be organized in this sense means keeping your things where can always go back to search for them. They should be properly labelled and kept where they can be located easily. Make easy-to-access storage spaces for things you are sure to use almost every time and do not let the space be too clumsy.
Keep only what you need
Having fewer things is an indication that you enjoy those things more and feel convenient about those things rather than letting half of what you own to accumulate dust. You will spend more time managing those things you do not need and the once you need.
Let others be responsible
Why do you think you are the only one that can do everything? That is a sign that you are not an effective team leader or mentor. If you live an organised life, you do not overload yourself with responsibilities, meetings and deadlines. Go through your activities on regular basis to see the ones you can give out to those you trust. When you do this, others will be bearing your stress with you and at the same time giving your delegate a sense of responsibility. You will feel secure when delegation is necessary for the future because your delegate has been trained to take similar responsibilities in the time past.
Make sure you are doing something
Staying organized does not mean a stress-free life. You must work hard to complete the present task so as not to encroach into the time allocated to others. Lifehack says, “work harder when you feel like giving up today. What’s more important is to remember what you work for is meaningful to you. And this is how you can stay motivated and happy every day”
Declutter regularly
Create time during the weekdays to organise your activities and things. Things do not stay organised on their own; they need to be organised continuously and consistently. When you are just starting, it may appear difficult but as you stay focused, you will be on track and achieving results.
Choose your approach wisely
I know you must have done some things right in the past. So do what has worked for you in the time past. The culture that makes you stay organised will be developed as you apply your style alongside the initiatives above.
ThePro 