I’m sorry to say that generally, most people are not very well organized. But the good news is that organized people are made, not born. And the organization is a skill that anyone, in any profession, can learn and use to increase his or her productivity and efficiency.
Being Organized Is Being in Control
For many people, becoming organized is related to getting rid of paper clutter, improving their filing system or finding more time each day to get things done. And it is true that solving these problems will help them become better organized. But there is another facet to being organized that really is the basis for solving all these problems. Here’s the real secret of effective organization: Being organized is being in control. That means you are in control of how you handle paper, e-mail, the phone, your time and all the tasks and responsibilities that make up your workday.
It means knowing the status of every aspect of what is happening in your job at all times. It also means arranging your time and workload to meet your goals. Yes, goals—a very important part of being organized.
Action Plan for Organization
Ask yourself:
- What are your priorities for today?
- How are you going to spend your time?
- Do you have a place for each piece of paper that crosses your desk, or does it pile up because you don’t know what to do with it?
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Preplan what you want to accomplish today, this week, this month, this quarter and so forth and write it down. It makes you aware of where you are now, where you want to go and how you are going to get there. This process means being proactive and taking control of your job responsibilities. Some of you may be able to set aside specific times for specific tasks. For others, the times and tasks may change every day.
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Don’t become discouraged if your plans don’t work out exactly the way you’d planned. Unexpected, schedule-disrupting events can, and most likely will, arise from time to time. But if you are in control, chances are they won’t disrupt your entire day.
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Decide how and when you will handle any unexpected events. Figure out your priorities. Is the disruption more important than what you are doing now or can it wait until later? Just remember to address it proactively; don’t just react to the circumstance without considering its level of importance.
Getting organized takes work and perseverance—but keep in mind that it is a skill that anyone can master. The top-level executives I worked with had goals, prioritized their tasks and focused on the most important ones and, most importantly, controlled how they spent their time every day. I promise: you can do the same. You’ll be amazed at the difference a little organization can make in your life.
