It is no secret that being productive and organized at work leads to positive professional outcomes. Being organized and productive can help you feel less stress and greater satisfaction at work. Increased efficiency and better communication are just two of the positive side effects of employing organization skills in the workplace.
While you must find a system that works for you, there are some strategies that can help anyone become more organized and productive.
We have put together 5 top organization skills that will enable you to increase efficiency, maximize your workspace, effectively use information, and employ timely communication skills.
- Use Your Time Wisely.
The importance of time management cannot be overstated. Time is the one resource that cannot be replenished, so it is best to use it wisely.
Improve your time management by setting reminders. Technology makes setting reminders easier than ever! Between phone alarms, calendar reminders, and smartwatch cues, we can effectively manage our time. In addition to this, note and prioritize your goals, eliminate distractions, and say “no” when necessary.
- Write it Down.
Writing notes is one of the best ways to be organized and productive. Mueller and Oppenheimer’s classic study indicated that writing requires the processing and rephrasing of information, which makes a lasting impression on the notetaker’s memory. This results in an increased ability to recall what is required of you to be productive for the day.
Keep a calendar, planner, notebook, or set of post-it notes along with plenty of writing utensils in your workspace. When an important commitment is brought to your attention, you will have what you need to record it. Keep notes that are brief, detailed, and legible to help you stay organized.
- Work Ahead of Schedule.
Why work up to the deadline when you can work ahead of schedule? Use this form of time management to set gradual deadlines that are at least three to five days earlier than the official deadline. This aids in being more productive and avoids last-minute communication with colleagues about tasks that require immediate attention.
If you need to respond to pending inquiries in your inbox by close of business, set your deadline just before lunch. Or, if you must submit your contribution to a team project by Friday, set your planning tools to remind you to meet gradual deadlines then aim to submit it a day early. The key to getting better at working ahead of schedule is viewing your final deadline as a last resort. Instead of working up until the very last minute, work toward an earlier deadline that gives you space to walk away from your work and return to it later to apply finishing touches.
- Keep a Clear Workspace.
The space in which you work affects how you work. Working in an orderly space will help you reduce distraction and keep a clear head and keep track of all your notes and calendars. You can extend this idea to your digital workspace. Just a physical files on your desk will hinder your productivity, so will stray files on your computer desktop or having tabs open that you don’t need to look at. Taking a little time each day to do some basic housekeeping will help you stay organized, productive, and on task.
- Customize Your Approach.
For maximum efficiency, customize your approach to work for you and the way you operate. Some people organize assignments according to the order in which they are due while others tackle tasks in order of difficulty.
To customize your approach, consider the ways you work best一do you fare better with visuals, words, or a combination of both? Perhaps you are more audial and would benefit from leaving voice notes for yourself or listening to soothing sounds while you work. You can do some trial and error and be mindful of what helps you work best.
Written by Kaila Kea.