Are you one of those who get frustrated at the end of the day because of failing to spend your days as per your plan? Don't worry because you're not alone. Most of us have to deal with staying organized almost every day.
Not that you will learn the organizational methods in a day. Rather, it has to be assimilated gradually.
In this article, we're going to talk about how to stay organized. Also, you'll get an idea about the tools used for organization.
Why is being organized important in the workplace?
Let's start with a common scenario. You and your colleague have the same working hours, say 8 hours daily. He may perform his tasks very well, but somehow, you need more time to reach your target.
What makes the difference between you and him is how you organize your day. It's the basis of productivity and success.
Research shows that employed Americans waste 2 hours a day finding work resources, indicating a loss of 25% of their workweek.
Here are several vital reasons why you need to get organized at work-
- Time management
- Mental fitness
- High productivity
- Consistently high performance
- Better work-life balance
Very often, we are still deciding what to do. We spend more time making decisions rather than work. But being organized in the workplace gives you better control over your time. You have a proper plan for the whole day. All is needed to do the execution at the right time. You can keep improving yourself gradually as you don't have any time delay.
Mental health is equally important as physical health. You can't ignore the mental disturbance as it results in poor productivity, dissatisfaction, stress, and depression. According to the survey, depression is enlisted as America's most costly illness, causing absenteeism and low productivity.
So, for mental well-being, organizational techniques work like medicine to stay calm, satisfied, productive, motivated, and happy.
Being organized gives you a fine suit to get prepared all the time. You know how much flexibility you can get and how much active work you can do. No matter whether you have to attend a party, meet deadlines, or face any emergency.
Overall, an organized person knows his strength and weakness and act accordingly. So you can ensure productivity and higher performance.
Consistently high performance
If you want to be a top performer, you have to be consistent in your job. Proper planning and execution accordingly is the method to being a consistent team player. Staying organized helps you complete your tasks and achieve your goals within the targeted time. Also, it gives you time and scope to improve your skills.
Your professionalism comes out of how you conduct yourself with colleagues, the workplace organization, task management capacity, ethics, and delicacy. It shows the degree of responsibility and reliability people can get from you. However, your working methods and organizational capacity enhance your professional etiquette and boost your leadership power.
Better work-life balance
The most desired urge for any working individual is balancing personal and professional spaces. The prime way to achieve it is to organize your day and value your time. If you can pursue your plans, schedules, and some guidance given below to stay organized, we hope you can lead a well-maintained life with maximum satisfaction.
How to be organized at work
Here are some important tips you can follow step by step to lay out your organizational planning.
- Set realistic goals to achieve
- Create daily, weekly, and monthly plans.
- Maintain a schedule
- Learn to prioritize your time and tasks.
- Learn to delegate your job.
- Make organization a habit, not a target.
- Declutter and update your virtual and physical arena
- Reduce the manual and repetitive tasks.
- Create to-dos and checklists.
- Include some tools to ease the process.
- Multitask when it's needed.
- Run a feedback system.
- Take care of your body and mind.
Set realistic goals to achieve
Often, we get so enthusiastic about setting goals that we can't hold it back. We set our mind to achieve such targets that can't be in our capabilities. As a result, we get depressed for not achieving our goals.
We need to be more cautious about our ability. At a time, it's necessary to work towards a goal to remain motivated and stay organized.
So, fix short-term and long-term achievable goals. Try to complete the target within the desired time frame. Don't forget to consider your circumstances and keep your flexibility while setting goals.
Create daily, weekly, and monthly plans.
The second most necessary step is to jot down how to achieve the goals. You have to prepare daily, weekly, and monthly plans to attain your short and large-scale target. Try to plan your day to meet the weekly plan. Eventually, you fulfill your monthly target.
While planning, plan your day for less than 24 hours.
- Always plan your day, keeping some slots for relaxation or compensating time.
- To simplify your planning, you can use some modes (theme, activity, resource, energy, time) that are described in Mike Vardy's time-crafting method.
- Try to find out your working pattern of yours and make the routine according to the pattern.
Maintain a schedule
Scheduling gives you a structure for combining your time and tasks. It provides how you can execute your planning. Not only for personal productivity but also for team collaboration, scheduling is important.
While working in a team, you have to deploy time and resources in the team, such as meetings, collaborative work, etc.
Notepads, daily planners, and scheduling apps are helpful for scheduling. For more efficient outcomes, you can use time management techniques, i.e., time mapping, boxing, blocking, etc.
Learn to prioritize your time and tasks.
It's very distressing to find poor productivity at the end of the day, even though you've had a hectic day. It's because you will need to do the right job at the right time. Specifically, you need to prioritize the right task.
Prioritization helps you sort your workload more efficiently so that the more important and urgent tasks come first to complete. A method of prioritizing work is 'Eat the frog.' Other than that, you can use the Pomodoro technique to continue focus work.
Learn to delegate your job.
If you have the authority to distribute your responsibility, you should use the process. You can delegate the less important tasks to focus more on the important ones. It will help you get things done more.
It helps build leadership, grows team efficiency and trust, saves time, and increases overall productivity. Initially, you need to provide mentorship and guidance.
After a certain time, your team can incorporate your requirements. You must be concerned about whether your given part would put extra pressure on others.
Make organization a habit, not a target.
Motivation is what gets you started. Habit is what keeps you going. - Jim Rohn
Our daily activities are the combination of 40% of our habits. To achieve success in our lives, we need to adopt potential habits. If you want to get organized constantly, you have to build different organizational methods.
Think about the athletes or a sportsperson. What makes him more efficient and experienced is the regular practice over and over. Habit grows a process of associative learning in your body and mind. To understand it more, think about your breakfast or dinner habits. Say you have breakfast every morning from 8 to 8.15 a.m. Aren't you hungry at that time?
So, habit helps you automate the organizational habit.
Declutter and update your virtual and physical arena
It would help if you sorted your physical and virtual workspace to keep the mind fresh and chaos-free. Whether it's your desk or computer, a cluttered workspace can distract you from focused work.
A clean, clutter-free environment motivates you towards positivity and shapes your creative thoughts and confidence. If you add decluttering to your regular work, it will be very easy to manage and control your things. You won't see the files on your desk or in a messy corner. You feel more done and satisfied with regular work. To declutter, make your habit-
Sort your workspace like-
- Keep the things in their proper place after immediate use.
- Clean your area regularly.
- Add some green plants or motivational images to your desk.
- Use some organizers
- Be minimalist
To fix up the virtual space-
- Practice zero inbox
- Clear your computer desktop
- Delete the unnecessary folders and apps
Reduce the manual and repetitive tasks.
Zapier has reported that 94% of the workers perform time-consuming, repetitive tasks. Tasks like email checking, documentation, creating schedules manually, invoice management, data entry, etc., are the lists of manual and repetitive tasks.
Also, these tasks are a hindrance to productivity and creativity. If you minimize the manual work with automation and repetitive tasks with proper planning, you can add value and resources to your job.
Create to-dos and checklists.
One of the effective and real mantras to stay organized is to plan your every step and follow up on your work from time to time. For efficient list management, you can maintain some hacks like prioritizing your work, listing things ASAP, and separating work and personal lists.
It will be best to use an app instead of manual papers. Later in this article, we'll suggest some effective to-do list tools. You can set reminders, due dates, and additional context if needed.
Include some tools to ease the process.
The apps and software are like your army. These tools make your work easier, smarter, and faster. All you need to know is how to deploy them. Do you have to calculate invoices? Deploy the invoice management army (software). Similarly, you can deploy time tracking and productivity software to quantify your time and efficiency.
Multitask when it's needed.
Multitasking is a process of handling multiple tasks at a time. It's a very common practice for us to multitask. We often think that we are saving our time. However, several researches have shown that multitasking is a risk to productivity, time management, and mental health.
Doing one thing at a time improves focus, brain function, and efficiency. So, it's good to avoid multitasking. Nevertheless, you can perform multiple tasks at a time, which need less attention or won't bother your mind so much. They are-
- Updating your Excel documents while talking over the phone,
- Checking email while having snacks,
- Working with different clients at the same time, etc.
Run a feedback system.
There should be a process to analyze how you perform according to your plan. It would help you gain in-depth insights into the plan, your performance, and your scope of improvement.
Positive feedback refers to improvement, and negative feedback will show the lack. Overall, the feedback system will suggest the path for better choice and decision-making.
Take care of your body and mind.
A sound mind and health is prerequisite for implementing the described hacks above. A car can't run so long if its fuel and machine won't function properly. Similarly, your fuel is your mental and physical fitness that makes you work properly.
It takes work to maintain self-care in this chaotic lifestyle. But for your benefit, you have to ensure proper time and resources for your body and mind. To balance your health and mind, eat properly, have a sound sleep, and exercise regularly. Spend some 'me time' for mental well-being.
Tools to stay organized at work
Using tools and software can facilitate your work and give you more time to focus on qualitative functions. Here are some of the elementary tools you can utilize for organization.
- Time Tracking & Productivity tool - Apploye
- To-do list- Google Keep
- Scheduling and Calendar- Google Calendar
- Project management software- ClickUp
- Documentation- Google Docs
- Storage solution- Google Drive
- Communication tool- Slack
- Virtual Assistant
It's really difficult to break the inertia and adopt new changes. Once you get on track, you will get the only benefits with zero regrets.
Staying organized makes our lives simple and easy-going. You'll get more done, be competent to face new challenges, and be proactive.
We hope this article may guide you with empirical insights about how you will get organized. Tell us, which organizational skills can help you optimize your success in the workplace?