How’s your productivity? Does the mere mention of the word stir unease? And what about all those uber-organized work colleagues? How is it that they really seem to be on top of their work and, yet, here you are constantly struggling to keep up?
You may be surprised to learn that there’s no secret to improving work performance. It’s all about being organized. And the best part of all is that it’s a skill that anyone can learn.
Improving work performance is about being productive. It’s about doing the right things in the right way to yield maximum output. It’s about planning and prioritizing to make that happen. And it’s also about protecting your time.
To help you be more productive and use your time effeciently, here are ten suggestions.
- Arrange your physical work environment. Organize your workspace so that everything you use has a “home.” After use, always return items to their home. This takes discipline and a lot of work at first, but becomes habit with practice.
- Arrange your electronic files. When electronic files are arranged in a hierarchy that enables cross-organizational sharing, there is less duplication of files, no silos of information, and retrieval time is improved dramatically. Use a functional subject-based classification system for optimum efficiency and productivity.
- Use appropriate tools. No amount of arranging or organizing is going to help you work at your best if your tools are out-of-date. Still using Windows 95? Or DOS? Invest in current technology, a nicer website, and appropriate resources to help you be more productive. Not making the investment will bog you down, create frustration, and lead to regularly “burning the midnight oil.”
- Check-in with your list. As you make commitments, write them down, and check-in with your list every day. Lists help us manage our time and free our minds of mental energy that we would otherwise spend on tracking our “to-do’s.” If you write down what you need to do instead of keeping it in your head, you’ll also experience less stress and better sleep.
- Do it now. At work or at home, if a task takes five minutes or less, then do it now. If it’s going to take longer, then write it on your list and schedule time to do the task. Organized people don’t procrastinate on tasks that they can easily complete within a few minutes.
- Uni-task. While multitasking may seem like you’re accomplishing more, you are in fact accomplishing less across more area. To be truly efficient, effective, and productive, focus on one task, giving it your full attention. Turn off email pop-ups and calendar reminders. Protect your time to gain productive results.
- Problem-solve; don’t blame. If you happen to get sidetracked or encounter a challenge that impacts your work, use a problem-solving approach. Author Hillary Rettig gives the following example about someone engaging in inner defeatist dialogue: “What’s wrong with you? This is easy! Anyone can do it! Why are you so lazy? And with all the money you just spent on classes! What a loser!” Instead, focus on a solution: “Oh, I’m underproductive. That’s interesting. Let’s see what’s going on and how I can fix it.”
- Work with your energy cycle. Instead of time management, work to suit your daily energy levels. If you have high energy in the morning, then schedule the most difficult or more creative work in the morning. Don’t try to accomplish critical tasks when your energy is at a lull.
- Know thyself. Organized people know their strengths and weaknesses and reflect a high sense of self-worth. Ask for help to complete work on time. Just because it’s in your job description does not mean you need to do it all yourself. Think of your time as a resource that has value. Perfectionists and high achievers may not be comfortable letting anyone else share the reins, but interpersonal support goes a long way in managing stress.
- De-stress. Most people operate in a state of chronic stress, but those who are able to focus and stay organized are able to manage stress. The most effective way to manage stress is to exercise every day for at least 30 minutes. This can be a brisk walk, meditation, yoga, whatever works for you – just don’t sit at your computer all day.
Practicing the above suggestions takes motivation to get started. Once started, habit will keep you moving to become more organized and productive. You will also become a happier person, overall.