5 Steps to Being Organized
There is no telling how much time can be lost in a day due to disorganization. Imagine if every time you needed something, it was right where it was supposed to be. What a time saver that would be! If you are trying to find a way to avoid losing precious minutes out of your day searching for a file, email, invoice or simply a pen that actually works. I hope you find the following tips helpful -
1. File everyday. Don't let papers build up on your desk. Piles of paper sitting on your desk not only hamper your efficiency, they create stress and anxiety. Imagine sitting down to work with nothing but your current project on your desk. Set aside 15 minutes each day to create files, label them clearly and set up a filing system or just keep them in alphabetical order. The 15 minutes a day you spend doing this will be regained and then some in the time that you don't spend searching for it later.
2. Organize your computer files. Not being able to find a document on your computer is every bit as frustrating as losing it on paper. Create folders for larger topics and subfolders within each topic. For example, if you work with contracts, have one folder called ‘contracts', and within this folder have a subfolder where you keep your contract templates called ‘templates' and other subfolders for each of your clients where you can store copies of the contracts you have with each customer. You should also regularly organize your desktop. Erase any shortcuts for programs that you don't use often. This will enable you to quickly access your frequently used programs.
3. Make to-do lists. Do you ever feel so overwhelmed with work that you don't even know where to begin? Making a to-do list at the start of each work day is such a simple step, but will help enormously to keep you on track. You will avoid starting one task only to realize that you have something more important that needs to be done first. I personally have found to-do lists to be the most effective time saver and I am constantly amazed at how doing such a small thing as creating a list makes me a great deal more efficient.
4. Be neat. Put things back in their place when you are finished with them. Find some organizational objects for your desk such as, a cup for your pens, a box for your paperclips and an in-box for your newest tasks. Keep the supplies you use frequently such as staples, staplers, highlighters, a sharpie marker and hanging file folder tabs in one easily accessible place.
5. Keep a calendar. With all of the responsibilities you have in a day, you can't possibly expect to remember everything. A calendar will keep you on track and help you to avoid missed meetings and appointments. If you are at your computer most of the day, there are many free calendar programs available online. If you are not at your computer all day, buy an agenda to keep you on track, or a handheld device such as a Palm Pilot. Most cell phones also have a calendar option and you can set the alarm to keep you on time.
Take charge of your time by following these tips, it will cost you minutes up front and ultimately save you hours.
