[Audiobook] Administrative Skills | Organizational Skills

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What if you could transform your chaotic workspace into an oasis of productivity? We promise you actionable strategies, from decluttering your home using the three-boxes method to creating an efficient cleaning calendar. Hear Stacy’s journey of turning her family den into a peaceful retreat and discover how you can replicate the same tranquility in your spaces.

Ever struggled to stay focused amid constant distractions and technical hiccups? Kirsten did too, but she managed to complete her report ahead of schedule by mastering to-do lists and day planners. Tune in to learn her secrets and weigh the pros and cons of paper versus paperless storage systems. Rhonda’s innovative dual approach to managing both physical and digital files will provide you with a balanced perspective, ensuring your critical documents are always within reach while maintaining a clutter-free environment.

Consistency is key to mastering any skill, and organizational habits are no different. We dive into the power of repetition and structured schedules to help prevent procrastination. Joshua’s story of organizing his office for a new client account will inspire you to prioritize your personal goals and maintain an orderly workspace. From the concept of "eating the frog" to breaking down large projects, this episode is packed with practical advice and motivational quotes to help you integrate better organizational practices into your daily life, enhancing productivity and reducing stress.

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Sign up for our self-paced courses or instructor-led workshops at www.ht-a.solutions

Sign up for our self-paced courses or instructor-led workshops at www.ht-a.solutions

Transcript

Speaker 1: 0:04

Organizational Skills Module 1. Getting Started. Good organizational skills can prove beneficial in any area of your life. Organization can increase a person's general productivity, project management and can even affect their memory and retention skills. These skills are not acquired overnight. It will take a lot of practice and patience. But with a little guidance and the right tools, anyone can learn how to stop hunting for missing things and become better organized.

Speaker 1: 0:34

Module 2. Remove the clutter. One of the hardest parts about getting organized is sifting through and getting rid of the things that cause distractions and take up space. When you find yourself among the stacks and piles of stuff and items, it can seem overwhelming. By taking it one step at a time and remembering to breathe, you can begin to declutter your life and start on the path to successful organization.

Speaker 1: 0:59

Sometimes we can feel overwhelmed about taking on the task of removing our clutter and tend to make excuses as to why it doesn't get done. We can claim that we don't have the time or that there is too much to do at once. But, as Nike says, we have to just do it and we have to throw away our excuses and dive in. Make a plan on how you can get started, such as making a cleaning calendar or choosing an area to start on. Stick with your plan until the job is complete and don't let the same excuses hinder your success. Helpful tips Make a calendar with time to clean. Divide the areas that need to be conquered. Make a list of tasks. Decide where items go beforehand. You know who you are the person that exclaims I have to keep this because I might need it later. In reality, we can throw away over half of our saved documents or items without feeling a sense of withdrawal or consequence. The decision to keep everything can drive us to make inappropriate choices with organization and contributes to more clutter. We can break that thought pattern by examining what we are holding on to and by realizing we can't live by the what-ifs an item may have. Go through your clutter and clarify how it is useful to you right now, and get rid of anything that doesn't have a clear purpose. Once you have removed the items you don't need or have use for, you are no longer wasting time on useless clutter, but are developing better organization for the things you did. Keep Ask yourself Am I going to use this in the near future? When was the last time I needed this? If I keep this, where does it belong?

Speaker 1: 2:28

The most common approach to clearing out clutter is the three boxes method. This method forces a decision to be made about each item you touch as you go through your clutter. You don't get to put it aside or come back to it later. Pick up an item one at a time and think about which box it should go in. Try not to release the item until a decision is made.

Speaker 1: 2:47

Box 1, items to Keep this box is for items you would like to keep or maybe even put away for safekeeping, such as heirlooms or special gifts. This is not to be confused with the things I might need later type of thinking. Only keep items that have value and meaning to you. Box 2, items to Donate this box is for items that you realize you no longer need or want. Items in this box can be donated or sold at a rummage sale just as long as it leaves the clutter. Box 3, trash this box is for the things that you do not need or want and cannot be donated or given away. This often includes old papers or documents, mail or broken items. Once this box is full or complete, remove it from the area right away and don't give it a second look.

Speaker 1: 3:33

One factor that contributes to our clutter is where we decide to keep it. When something is not in its proper place, everything else can seem chaotic and disorganized. While we are thinking about where things need to go, think about what the items is or are, and where it or they would be best suited. This may require refreshing your memory and searching for every available open space that can be used, no matter the amount of stuff you plan to keep. Once it has found its proper place in your office, it will no longer be in the way of your attempts to organize your space, ask yourself what do I need to put here or there? Where would this be best suited? Will it be in my way or contribute to clutter there?

Speaker 1: 4:12

Stacy decided she would spend her Saturday afternoon clearing out the clutter that is built up in the family den. She knew she had put it off for too long and decided this would be the best time. She took her three boxes marked keep, donate and trash and began picking up items one by one. As she picked up old papers and broken toys, she knew it was an easy decision to throw these things away. But then Stacey started to find old keepsakes lying around, including her children's old clothing and photo albums. Her immediate thought was to put them away until she remembered that it isn't necessary to keep everything and that she can and will have to part with some things. By the end of the afternoon, stacey had managed to fill a donation box with items she knew she no longer needed or wanted. She also threw away several boxes of garbage. When she was left with just the items she wanted to keep, she had no trouble organizing everything and finding a permanent place for it all.

Speaker 1: 5:07

Module 3. Prioritize. Module 3. Prioritize Organization doesn't only refer to tangible items and possessions. It can also include organizing our time and activities. Taking time to label what we want and what we need to accomplish allows us to sort through everything on our plate and discover a way to tackle the clutter. Since everything is laid out and identified, regulating our time and energy can seem less overwhelming. When organizing your priorities, it is important to write them all down and make yourself some sort of master list, because it helps you remember everything you want to accomplish or complete later. This list gives you a visual aid to use when making organizational decisions. You don't have to list the items in any particular order, but just list anything that comes to mind. Once you feel you have completed the list for now, then you can go back and assign their priority order. Common codes such as ABC or 123 can be used to determine each listing's priority and how you will proceed with each one.

Speaker 1: 6:05

Sometimes we confuse our urgent priorities with our important ones, which can cause us to be confused about what to take care of first. The urgent-important matrix is a tool that we can use to think about our priorities and how we handle them. Before we can use the matrix, we must write down everything we want to accomplish in a certain period of time, such as daily, weekly or even further and assign their priority in which we want to get them done weekly or even further and assign their priority in which we want to get them done. The matrix is divided into four quadrants, each ranging in importance, and allows for activities and projects to be plotted in each one based on their need. Using the list you created, you would plot each job in the corresponding quadrant. After all of the tasks have been plotted, we can see all of the things we want or need to do and how urgent or important they are to us. This leads us to make better choices regarding our time management and overall organization.

Speaker 1: 6:53

There are many versions of the urgent-important matrix that can be used for various things. Urgent and important may include a crisis problem or deadlines. Important but not urgent may include opportunities, progress, high value or long-term. Urgent but not important may include maintenance or routine tasks. Not urgent and not important may include trivial.

Speaker 1: 7:17

Now that you've made a list and categorized all of the things you want to accomplish, it can seem overwhelming or even intimidating to get started, but by dividing tasks into smaller groups of things to do, you will feel more empowered to get them done. Tasks can be divided any way that is convenient, such as things to do for one particular project or maybe even things to do that involve going through papers. The key is to find what combination works for you. Helpful hints Sort tasks by each specific project. Decide what tasks can be done the fastest. Determine what tasks will need more time.

Speaker 1: 7:52

Simply put, the 80-20 rule emphasizes the need to focus on what is important to us and disregard the rest. In most cases, 20% of things we have or accumulate are important to us, while the other 80% is usually trivial, if not useless. If the 20% is handled first and focused on, the remaining 80% practically takes care of itself. For example, using the 80-20 rule, you can sit down with your daily to-do list and identify the top three or four projects or tasks that need to be done the 20%. Then outline the less important or mundane things that can be done next or even at a later time the 80%. By focusing on what is the most important and urgent first, we are more focused and ready to tackle them. Once they are completed, the rest of the tasks seem less daunting and can be done with ease. The 80-20 rule is about being organized while doing what you want in your everyday life, and not just more organizing.

Speaker 1: 8:47

Joseph wants to become more organized and realized he has some free time to do it. When he looked around at what needed to be done, he began to feel overwhelmed and discouraged, but he sat down and wrote a list of everything he wanted to accomplish. Once he had a long list, he decided to mark which tasks had higher priority than others. Still feeling swamped, joseph went over the list again and divided them by the different projects he was working on and what would need to be done in each one. Finally, he marked which tasks he wanted to take care of first and ranked highest to him. He then put the rest of them aside. Now that Joseph had lined out what he wanted to do and in what order, he was ready to tackle his list of jobs and get organized.

Speaker 1: 9:28

Module 4. Scheduling your time. Your time is valuable, so you should treat it that way. Your schedule can get busy and sometimes it can seem like there are not enough hours in the day, but when that happens, just take a step back and manage your time effectively. When time and resources are scheduled in a way that benefits your efforts in becoming better organized, there's nothing you can't accomplish.

Speaker 1: 9:54

It can seem like a good idea to have several calendars for every area of life, but when you use more than one at a time, it's easy to get them confused. With multiple calendars, you can run the risk of double booking events or missing important appointments. Instead, get one calendar and put it somewhere you can see it every day, such as on the refrigerator or hanging by the front door. Write all of your personal and work reminders on it, including deadline dates, appointments, events and reminders. When you use one calendar for everything you do, you are not only able to manage your time better, but you can get rid of the paper reminders you have posted everywhere to manage your time better. But you can get rid of the paper reminders you have posted everywhere when scheduling your time.

Speaker 1: 10:32

Deadlines provide a sense of structure and balance. While every person responds to deadlines differently, they are a key tool to better time management. By setting deadlines, you are putting a concrete need in your schedule and it helps prevent it from being forgotten or lost in the near future. Deadlines create a sense of accountability when it comes to getting things done. So, whether you write them on a calendar or program them into a mobile device, the next time you plan to do something, set yourself a deadline first and stick to it. You'll find that by taking the time to schedule them, you'll inadvertently make time for other things.

Speaker 1: 11:05

Tips when setting deadlines Keep your deadlines in arm's reach. Write them down where you will see them. Set periodic reminders. Give yourself reminders that a deadline approaches. Pad your actual deadline a little. Give yourself some extra wiggle room.

Speaker 1: 11:24

Distract you or take away from the task at hand. They can occur at home or at work. Removing or even limiting some of these wasters can improve your concentration and help you stay focused on what you want or need to do. They can include personal time wasters, such as checking messages or stopping to talk, or can even be as simple as wasting extra time to go look for that extra file. Practice cutting or limiting one thing that distracts you the most, such as other people, or stopping to start another task. Give yourself an allotted amount of time in which you will not let these things distract you. You'll be amazed how taking these small steps will improve your time management. Some common time wasters and distractions Excessively checking email, text or phone messages, boredom or daydreams, extra time spent away from your work area, extra time spent looking for things, taking on extra projects.

Speaker 1: 12:16

There are many things in life that we cannot control, such as an illness, rude or mean people or the weather, but we learn to cope with them every day and adapt ourselves to them. You can control how you react to certain circumstances and setbacks. When faced with something you cannot change or control, the key to dealing with it is to first accept it. Once you have accepted that you cannot change the fact that it rained on your moving day or that someone almost rear-ended you in traffic, you can learn to cope with them by remembering what you can control. You can control what alternative plan you have for moving day and you can control how you choose to respond to the rude driver. Focusing on what you can control rather than what you can't will help you feel more empowered and less likely to let other obstacles overwhelm you.

Speaker 1: 13:00

Kirsten has an important report due at the end of the week and is having trouble finishing it on schedule. Even though she wrote it on her master calendar and gave herself several reminders, she feels as though she is lacking enough focus to concentrate on the project. One night Kirsten decided to work on the project at home and turned off her cell phone and went into her room to be alone and work on her report. She noticed she worked much better without the everyday distractions she was letting get in her way. She finished her report two days early and was very excited about her progress. But when she tried to print her final copy, her home printer broke. Kirsten panicked at first and wasn't sure what to do, but she remembered that she could print it at the local library instead. Once she had her final printed report in hand, she was grateful that she had left herself enough time for possible mistakes and was able to save her report in time.

Speaker 1: 13:51

Module 5. To-do lists, since we can often feel overwhelmed by the amount of work we need to do, one of the easiest things we can do is create to-do lists. Creating a list ensures that tasks are written down in one place and can be easily referenced later. You don't have to use a typical to-do list just as long as you can manage the tasks you have written down and prioritize them as needed. A day planner is a great tool to help you manage your time and stay on top of projects and job lists. It's handy to carry with you and keep within arm's reach when making your central to-do list. Your day planner can be used for keeping all of your reminders and notes in one place, which can make it your central source for your information. The key is to update it regularly and to use it every day. Tips for having a day planner Put contact information in the front of it. Update it regularly and reference it every day. Utilize the notes sections.

Speaker 1: 14:47

When we complete a task or project, we get a sense of completion and accomplishment, which can make us feel great about ourselves, but when we drop a project or fail to complete it, it can make us feel depressed and bleak. Completing something that you've taken the effort to start also helps you to become more productive and ensures that things are done on time, whether it is your deadline or someone else's. Also, when you complete something all the way through the first time, it saves you from having to come back later and try to finish it then. By now, you're keeping several to-do lists and endless tallies in your head, or even writing some down. Even though you've established your project's priority, sometimes you can lose sight of the big picture and stray from the main path.

Speaker 1: 15:27

It is essential to remain focused on the important aspects of your to-do list, whether it's finishing something on time or making sure you get the right data for the report. If you come across a task that does not coordinate with your larger goals, put it aside for now and focus on what you need to do to get your tasks done. If you have to limit yourself to a few important tasks to focus on first before moving on to the rest, recognize what tasks are important enough to focus on now and which ones can wait until a later time. Remember, anyone can make a to-do list with lots of check marks and bullets, but getting the things done will seem endless if you lack focus and determination when we make our to-do list, there is normally a variety of chores and tasks to complete. Some are more important than others and some will take more time than others. While looking at your list, make note of things you can do quickly and that wouldn't take up much of your time. Do these tasks right away so that you can quickly cross them off of your to-do list and give yourself a pat on the back. When you finish these tasks quickly and do them right away, it leaves more room for you to focus on more complicated or lengthy tasks and projects. Sample quick tasks Filing paperwork, posting reminders and notices, sending follow-up emails.

Speaker 1: 16:41

David is reviewing his schedule lately and realized he has been missing several important appointments and meetings, while also not accomplishing anything on his to-do list. He thought about what he could do to help improve his productivity and memory skills. The first thing he did was buy a calendar for his house and a small day planner to carry with him. He went through his weekly and monthly schedule and wrote down everything that needed to be remembered. He made a list of projects he had recently started but never finished, and made a plan on how to complete them so that they would not linger on his list any longer. When he made his to-do list for his home, he marked three things that needed to be done urgently. David then marked the top four tasks that he could do right away and decided to tackle those first. Now that he had his tasks and projects organized, david felt like he had a better handle on his schedule and time.

Speaker 1: 17:29

Module 6. Paper and paperless storage. We all have those pieces of paper we keep around us, whether it's old receipts, invoices, cards or old letters. On the other side of the coin, we are living in the paperless age, where everything is done electronically, including utility bills and notifications. Luckily, we don't have to choose between one or the other. A paper and paperless storage system can work for anyone, as long as they work together to keep things organized.

Speaker 1: 18:00

When deciding whether or not to go paperless, we have to decide what would work best for our situations. Many of us function well with physical pieces of paper in some sort of filing system. Others of us work better in the electronic filing system and keep paperless files, whether on a computer or portable device. Paper storage systems allow us to keep various paper documents in files for easy access and reference and can provide a firm reference if needed to present a hard copy. However, a paperless system allows us to free up more space while managing to keep documents for a longer period of time.

Speaker 1: 18:32

So, in order to decide what works for you, examine how you store your valuable information. Ask yourself some of the following questions to help decide what system works for you when do I keep my information? Do I keep physical things or electronic versions? If I store paper, do I have the space? If I store paperless, do I have the access? Whichever storage system you choose, or whether you decide to use both, keep your methods consistent. If you decide to choose one method over the other, be sure to stick with this method for all of your papers or files. Keep them in one central location so that they are easily accessible. If you decide to use a combination of these methods, keep your paper files and electronic files consistent, with matching names for paper folders than the ones on your computer. If file names are different and do not share a key name, documents could be lost or placed in the wrong folder or file. The system you choose to use should help boost your organization, not complicate it.

Speaker 1: 19:30

Every piece of information in storage is connected to some kind of timeline, such as a printed date, times or schedules. When we store these items and keep them out of sight, we can often forget what they are for and possibly miss important deadlines. To avoid misplacing or forgetting these time-sensitive materials, make your method of organization time-sensitive as well. Create bins or folders with dates and reminders on them. Make different categories for them, such as personal bills, work projects or jobs, to help remind you of their shelf life. By keeping these documents handy or in marked computer files, we can keep track of pressing time-sensitive information without letting the deadlines or due dates slip through our fingers. Tips for organizing time-sensitive information Mark folders, bins and files with dates or date ranges. Highlight or emphasize deadlines on each material. Once something has passed a deadline or due date, refile it to another folder.

Speaker 1: 20:30

Now that you've sorted all of your files and folders and decided what you need to keep or throw away, the next step is set up various archives for documents that you need to keep for future use but won't necessarily need every day. Establish a reference system that works for you and can be easily sorted through later when you need to find something. If you're keeping physical files, keep them in a folder or bin that is not in your direct work area. Put it away in the back of a drawer or on a higher shelf than everything else. If you decide to keep digital files, keep all documents in archived folders and relocate them to another computer if possible. Don't keep them on the desktop along with things you use every day. However you decide to store your materials, setting up archives will help you keep track of files you need to hang on to while keeping them out of your everyday workspace.

Speaker 1: 21:13

Rhonda is going through her office and wanted to organize her mounds of paperwork. She realized she needed a better way to store everything she needed to keep. First, she decided that she could scan and copy several of her document files onto her computer for easy storage. That way she didn't need to keep the hard copy but her special documents, such as various manuals, employee policy and procedure, etc. She realized she needed to keep the physical copy for future reference. So she developed a file system for her paper storage and her paperless storage that worked best for her everyday use, including files and folders that held her work deadlines. Lastly, she set aside a special folder for her older and less important documents to archive. She put them in the back of the bottom drawer of her filing cabinet so that they would be out of her way while she was working, but she could reach them quickly if she needed to Module 7.

Speaker 1: 22:08

Organization in your work area. Organization at work is a great tool to increase productivity and keep tasks and projects in order. However, becoming better organized means more than just keeping pens and pencils in the right drawer. It's more important to develop good organizing habits and valuable techniques that will keep you on the right track in whatever you have to do at work. When, in your workspace, design your work layout so that everything is within your arm's reach, we waste so much time having to go out of our way to go get a certain file or to stand by the copier. Generally, if you have to leave your workspace to get something, you can become distracted or lose focus, which can interfere with your work and your level of productivity. So when you get to work each day, before you do anything else, reorganize your area so you have immediate access to everything, such as your computer supplies and even files and folders. Taking time to do this at the beginning of the day will not only better organize your workspace, but it will save so much time that could have been wasted throughout the day.

Speaker 1: 23:08

You may have a variety of stacks of papers and projects on your desk, but the key is in knowing what is in them. Keep your desk more organized by only keeping projects that you are currently working on in your work area. Projects that you have finished should be filed away in the appropriate place, while projects that you haven't yet started should not be in the work area until you do. Having these projects in sight with your current projects can cause confusion and a lack of focus on unimportant details. Stay focused on current projects by keeping them on your immediate desk area. Questions to ask yourself when keeping projects on your desk. When does this need to be finished? Is it something that can be completed later? Has this already been completed?

Speaker 1: 23:53

When you are organizing your desk drawers at work, think about how each one functions in your everyday routine. What purpose do your desk drawers serve? How often do you use your filing cabinet drawers? Drawers that are within arm's reach, such as your desk drawers, should house items that you use often but don't necessarily need every day. You want to ensure you have access to everything without a hitch, while not letting things clutter your desk workspace. Keep your filing cabinet drawers organized by a certain filing system, whether it is by color labels or alphabetical sorting. However you decide to arrange and organize your office drawers, be sure to find a method that works for you and will help increase your ease with finding anything you may need.

Speaker 1: 24:35

Every day, you face a variety of tasks or projects to complete, so plan your day accordingly and plan what you will need to have in order to complete these tasks. If you know you will not need your computer, arrange your workspace to utilize the areas around it and don't bother turning it on. If you know you will need the copier or scanner all day, organize the supplies and space you will need to accompany that. When you organize your work area to match your current workflow, less time is wasted trying to move between different areas or sidestep certain supplies, and your productivity will increase throughout the day. Tips to help organize your workflow Decide what tools you will need for the day. Determine if additional supplies are needed. Focus on that project or set of tasks for the day. Don't try to mix in other things.

Speaker 1: 25:19

Aaron was assigned to work on a company slideshow presentation for the next week in his office. When he came to work, he decided he would need to reorganize his office in order to help him work better and complete the project on time. Since he would not need to work on his other projects for the next week or so, he removed them all from his desk. He then went through his desk, drawers and filing cabinet to make sure he had the supplies he needed and that they were easily accessible to him at all times. Finally, when he sat down at his desk to work, he moved and rearranged everything he would need to be in arm's reach. Now that everything was arranged and Aaron's office space was organized to his workflow, he knew he could complete the project without any problems.

Speaker 1: 26:00

Module 8. Tools to fight procrastination. Procrastination is one of the leading causes of disorganization. We often make excuses to do it later or find various reasons why something can be put off until later. But once we've compiled our giant to-do list and have decided what tasks should be done first, our next step is to fight against procrastination, and just do it. With the right tools and good habits, we are able to say goodbye to procrastination sooner rather than later.

Speaker 1: 26:30

As Mark Twain says, eat a live frog every morning and nothing worse will happen to you the rest of the day. We all have that task we dread doing, whether it's at home doing the dishes or at work sending our email reports, our usual approach is to put it off while completing various other tasks. Then, when it's time to complete this unpleasant task, we either find a way to put it off again or we don't tackle it with full force. The eat that frog is a concept that says we should eat the frog first, or rather, do our least favorite tasks first and fully complete them before moving on to another project. When this job is out of the way, we spend the rest of our time completing more favorable tasks and revel in knowing that you don't have to return to the first one. Eat that frog guideline 1. The frog identify your most important task first. 2. Complete this task first before you move on to anything else. 3. Eat the frog continue with this task until it is completed.

Speaker 1: 27:27

Even after you have set your mind to completing a task and checking it off of your to-do list, the smallest distraction can make you lose focus and stop working. They can occur at home or at work, and oftentimes we do not even register them as a distraction. When you are preparing to start a project or task, look around and evaluate what is in the area that could distract you. Turn off personal cell phones or devices, or put a sign on your door asking for silence and to not disturb. Ensure. Everything you will need is organized with your workflow to reduce the need to get up and leave your area. When we eliminate these distractions that can make us lose our focus, we will see an increase in production and spend less time trying to complete the same project.

Speaker 1: 28:07

Rewards are a great way to keep ourselves motivated. After all, who doesn't want to earn a little treat after a job well done? The key is to only reward the good behavior, such as finishing a small task or completing a whole project. If we jump to the reward too soon, we are only rewarding our negative behavior and are not helping to reduce procrastination. Start with small rewards when working on something such as taking a break or getting something to snack on. We can reward ourselves with a bigger prize, such as going out with friends or doing something fun that we enjoy more when the entire job is finished. Tips Only give rewards for work done, not work promised. Start with small rewards before working up to bigger ones. Keep a visual reminder of what you've accomplished.

Speaker 1: 28:52

Sometimes we think we have less to do because we have fewer items on our lists, only to realize they are larger than we realized and could become overwhelming. When we feel defeated by these larger tasks, they can lead to further procrastination. Instead, take this one large task and break it into smaller, more manageable tasks that can be completed more easily. If you have a 20-page slideshow due at work, break the project into separate page tasks, completing one or two at a time until it is all completed. If you have decided to clean out your entire garage, start by organizing items to be donated or clearing out trash items. When one task is done, you can move on to the next one until the entire job is done. Don't forget to take periodic breaks and stop to re-evaluate your progress.

Speaker 1: 29:38

April has decided to use her day off to clean out her messy attic and hopefully reorganize the storage items she has in there. She left her cell phone downstairs and made a short list of everything that would need to be done in there in order for it to be finished. She groaned when she realized she would need to sweep and dust the entire area in order to help clean out all of the dirt. April decided she would do this task first, so she could go ahead and get it over with. When she finished, she divided up the rest of the work in smaller, quicker tasks, such as removing boxes and cleaning out any trash items. After she had worked for a few hours and had completed several tasks on her list, she took a short break and got a snack. When she came back, she felt more energized and was able to finish the entire attic by the end of the day.

Speaker 1: 30:25

Module 9. Organizing your Inbox. If your email inbox is cluttered or unorganized, it can make it difficult to find the email or message you need or notice when you have a new one waiting. Many email systems have tools you can use to help sort and organize emails and appointments in order to go through them easier. When your emails are in order, you are better able to stay on top of your incoming and outgoing mail and always have the information you may need. Many email systems now allow you to create rules that you can apply to email being delivered to your inbox that can help you better sort and organize certain messages. These rules use filters that you choose and will either flag or highlight an email for you or reroute it to another folder for you to access later, for example, any email from your manager's email address can be highlighted in yellow for immediate attention If you have been speaking with a friend about adopting their new kitten. Any email with the word kitten can be rerouted to a folder with her name on it. These filters and rules can help you reorganize your long list of emails and messages into appropriate folders and sections to help you access your information faster and easier. Folders and sections to help you access your information faster and easier.

Speaker 1: 31:30

To better organize email messages, a good folder structure should be in place and ready to use. Once these are established, a folder and message hierarchy system can be put into place. There are several options for a hierarchy system that sorts folders and messages by priority or importance, such as using a color code or relocating items to the top of the inbox for better viewing. Establishing email hierarchy will help you identify the most important messages first and reduce the risk of just skimming over it to read and handle something less urgent. Tips to consider when establishing inbox hierarchy. Sender of the message. Urgent topics or subjects. Upcoming deadlines or projects. Urgent topics or subjects, upcoming deadlines or projects. Your inbox is not meant to be a storage area for your messages.

Speaker 1: 32:14

When you receive an email. You don't necessarily have to respond to it right away, but the message should be filed away to an appropriate location to retrieve later. If it needs to be handled at the end of the week, refile it to another folder that can be reopened later. If the email needs to be addressed by someone else, forward it to the appropriate party and remove it reopened later. If the email needs to be addressed by someone else, forward it to the appropriate party and remove it from your inbox. If the email simply isn't needed, then delete it right away. Taking a few more minutes to deal with the email once you open it will help keep better track of emails that require your attention and which ones.

Speaker 1: 32:42

Do not. Ask yourself these questions when handling your emails. Does this email need immediate action? If not, when does it need to be addressed? Will you need this information at a later date? Does this email pertain to me or my department?

Speaker 1: 32:58

Important emails should not be forgotten or lost. So you can assign these emails a flag or a highlighted color to call attention to them in your inbox or subfolders. Flags can be used to remind you of an upcoming event or project, including meetings or deadlines. Various types of flag categories can be set up so you can flag some messages for a follow-up, while others can be flagged as appointment reminders. A system can be created to highlight particular emails, ones from a particular sender or ones that contain key words such as meeting or appointment. For instance, all emails from your boss can be highlighted in red for urgency, but emails from your best friend can be colored in blue for a later time. Flags and highlights can be used individually, if desired, or can be used together to work in sync and organize your growing inbox. Take a little time to practice what settings are available to you from your email server.

Speaker 1: 33:50

Gina sat down at her desk and opened her email. She was amazed at how many messages she had at one time. Many of them referred to upcoming deadlines and others were correspondence from her boss. She decided she had better sort through it and get it organized before she missed anything important. First, she created several folders and subfolders, by order of importance, that she could use to sort her messages. She deleted several emails that were no longer needed or did not pertain to her. Gina sorted the remaining emails into the appropriate folder, including emails from the boss, upcoming meetings and projects. After she had her inbox almost clear, gina set up several new delivery rules that would help her keep track of her emails. She highlighted meeting reminders in green and flagged all assignments and projects with a red flag. Any emails from unknown addresses were set up to go into her spam folder. When she was finished, gina was finally able to find and read emails that actually needed her attention.

Speaker 1: 34:47

Module 10. Avoid the causes of disorganization. Getting organized means more than just making sure everything has a place or that we check off items on our to-do list. Oftentimes, becoming organized is about avoiding the things that caused us to become disorganized. When we create new ways to stay organized and they become our new habits, we won't have a need to give in to those old ways. We are all guilty of trying to keep things that we don't necessarily need. It's usually contributed to the thought of well, I might need it one day. When we keep old or expired items and paperwork, we don't realize that this can actually contribute to further disorganization rather than helping us in the future. Although we feel we have to keep everything, we can actually throw out over half of our saved items or documents without consequence. Avoid building up the clutter, also known as hoarding, by examining what you're trying to hold on to and pinpoint its purpose in your office area. If it doesn't serve an immediate purpose, throw it out. How do you determine if it needs to be kept? When was the last time I used or needed this? What purpose does this serve? If I get rid of this, what will happen? Will I need this in the near future If I get rid of this? Can I access it later somewhere else, online office copy, etc.

Speaker 1: 36:05

Repetition is the key to learning, and these repeated and consistent behaviors are the key to developing good habits. When, in the process of becoming organized, we create for ourselves to-do lists, and when, in the process of becoming organized, we create for ourselves to-do lists and actions that hope will keep us organized, such as sorting emails right away or keeping office supplies close by. When we become inconsistent and forget to turn off our cell phone before starting a project or just throw on open mail on our desk, we are leaving room to become disorganized again. After one slip, it becomes easier to forget what we have learned and begin to fall into our old habit of making excuses or procrastinating. Once we have established good organizational habits, it is important to stick to them and be consistent.

Speaker 1: 36:45

For many people not sticking to a routine or schedule can cause them to become disorganized and to procrastinate. Ask yourself why you need to follow a schedule and what is that schedule meant to help you accomplish. A schedule can be simple and flexible, like creating a to-do list and sticking to it. Schedules can be more definite and set as when outlining specific tasks and creating timelines. While schedules are not set in stone, they are supposed to provide a sense of structure when completing tasks, projects and activities. If schedules are ignored or forgotten altogether, it can lead to wasted time and loss of direction.

Speaker 1: 37:21

Being organized is all about creating good habits. Unfortunately, we all have bad habits that can steer us away from staying on the right path Habits like leaving unused supplies on our desktop for later or keeping every employer newsletter you receive to go through. Sometimes we do not even recognize when we have developed a bad habit that is keeping us from becoming more organized. Take a look at some of your everyday actions and determine if you have or are developing a bad habit that keeps you disorganized at home or at work. Once we discover the problem, we can work to correct our habits and change them for the better. By making slow, incremental changes, we begin to gain more confidence in ourselves and feel more empowered to kick bad habits once and for all. Characteristics of a bad habit Doesn't offer an immediate benefit, creates more work to do later, doesn't make us feel more confident, contributes to procrastination or disorganization.

Speaker 1: 38:20

Roberta decided to go see her friend Charles at his office. When she walked inside she was amazed at the mess his office was in and how disorganized everything was. She asked how his office got this way and he exclaimed that there wasn't a problem with it. You are so disorganized I bet you don't get rid of anything and try to keep everything. Roberta said Only the things I think I'll need later. He answered. Besides, I started a new organization routine but I haven't been able to do it every day. Roberta explained how keeping everything and not sticking with a routine can cause further disorganization. She offered to help him develop a plan to kick the bad habits and work on developing newer, better habits to get organized. Help him develop a plan to kick the bad habits and work on developing newer, better habits to get organized. Once you form better, more helpful habits, you'll be more organized in no time. Roberta said Module 11.

Speaker 1: 39:03

Discipline is the key. Organization doesn't happen overnight and it is not an easy destination to arrive at. It requires hard work, discipline and implementing good habits. The process can seem overwhelming at first, but it isn't impossible. With some of the following tips and techniques, you will feel more empowered to remain disciplined in your organizational skills. When we make up our minds to become more organized, the first step is to find the right system that will help reach that goal. Once we find that system that works, though, we must up the momentum to maintain that system. Over time, it will be normal to need to re-evaluate or tweak it in some way. Develop a more updated system periodically, based on changing priorities, needs and to-do lists when organizing at home or in the office. Stay within the chosen system so that your routines and actions are consistent and work together.

Speaker 1: 39:57

Often, we become disorganized when we take on too many projects or activities. It is important to learn to say no when asked to help with a request. While you may feel the need or desire to help everyone, realize that you best serve others by doing what you do best. If you overextend yourself and your skills, many people miss out on the great things you have to offer and your confidence will suffer as you become more disorganized. Sample phrases for saying no, no, thank you. Sorry, but I am already committed to another project. That area is not one of my strengths. Thank you, but I am needed for project or assignment right now.

Speaker 1: 40:35

Organization doesn't happen every once in a while or when the occasion arises. It is something that is continued and carried out each day In order to stay organized. We must make it a part of our everyday life. Organization is in everything we do, from daily activities like sorting out documents to more long-term activities such as reorganizing a department. When we practice these good habits and helpful tips, we are making organization a regular thing in our lives and letting it help us build a better future for ourselves. Don't wait for things or tasks to clutter up your life before you decide it is time to get organized again. If you're waiting for the beginning of the following day to start your organization plan, chances are you are already headed to disorganization.

Speaker 1: 41:16

Start today and make a plan for what you want to do in your life, including on a daily, weekly, monthly and even a yearly basis. When you determine what you want, such as becoming more organized, you can make plans today to reach those goals in the future. Make a to-do list and plan a time to tackle it instead of waiting for the urge to do it, as that may never come. Make plans to motivate yourself and plan rewards for productive behaviors. Set deadlines for yourself and stick to them. When we plan ahead and manage our time effectively, the stress and anxiety of becoming more organized will feel much lighter and a lot less like a chore.

Speaker 1: 41:50

Tips Make short and long-term to-do lists. Plan ways to execute each list. Find ways to keep yourself motivated to stay on task. Don't forget to plan deadlines or plan to meet those already in place. I finally did it, exclaimed Joshua.

Speaker 1: 42:07

Joshua had finally organized his office in preparation of starting on a new client account in a few weeks. He knew he would need a clean and organized office to work in, and he realized he needed to take care of it sooner rather than later. Once it was ready, he made a daily and weekly to-do list that he would have to follow in order to keep it organized, such as arranging his desk area and putting away any tools or supplies he used. He decided to stay with his current systems for several weeks or several meetings or projects, and then see how they worked in his favor. Then he would see if anything needed to be changed or altered. As he was finishing up, joshua received a call from his friend, corey, asking if he wanted to help him paint his garage this weekend. No thanks, joshua said. I've got to get my office and myself in order if I'm going to be ready to take on this account on time.

Speaker 1: 42:57

Module 12. Wrapping up. Although this workshop is coming to a close, we hope that your journey to improving your organizational skills is just beginning. We wish you the best of luck on the rest of your travels. Words from the wise Marilyn Paul A large part of getting organized is learning to act from a place of self-esteem, knowing what we want and don't want to do, knowing what we can and can't do, and taking good care of ourselves. Aa Milne Organizing is what you do before you do something, so that when you do it it is not all mixed up. Marva Collins Excellence is not an act but a habit. The things you do the most are the things you will do the best. Václav Havel Vision is not enough. It must be combined with venture. It is not enough to stare up the steps, we must step up the stairs.