Organization in the Workplace

By Darlene Kyle

Sunday October 7, 201810:00 am – 10:50 am

Agenda�  Introduction

�  Benefits of Organization

�  Keys to Organization

�  Helpful Tips and Tools

�  Practice

Benefits of Organization"For every minute spent organizing an hour is earned” – Benjamin Franklin

�  Disorganization is defined as lack of proper planning and inability to plan one’s activities efficiently

�  Organization leads to…�  More time�  Efficiency �  Reduced stress �  Order

�  Organization allows you to put your best foot forward with your boss, colleagues and customers

Organization

Being organized means having a Game Plan

Planning is the #1 component of organization

Keys to Organization

Capture Define Execute

Capture�  Capture ALL …

�  Thoughts�  Ideas�  Tasks�  Goals�  Activities�  Reminders

Sources: Paper, Electronic and Thoughts

Define & Execute�  Define

�  Describe each item captured by assigning a category, timeframe and concise explanation

�  Execute �  Carry out what you’ve captured and defined

Example�  Capture

�  Complete performance review�  Keep a running list throughout the year of items to include

�  Define�  When you write the items on your performance review list add pertinent

information. i.e. date, benefits�  Categorize by areas of performance review

�  Execute�  When it is time to complete your performance review use your prepared list as

a guideline

Organizational Tips“As to methods there may be a million and then some but principles are few. The man who grasps principles can successfully select his own methods. The man who tries methods ignoring principles is sure to have trouble.” - Harrington Emerson

�  Keep notebook handy at all times to capture thoughts

�  Follow a meeting agenda and cut the meeting time in half

�  Distribute actions items after a meeting and follow-up when due dates are approaching

Organizational Tips�  Utilize calendar to track meetings, events and reminders

�  Setup meeting and event alerts to remind you

�  Create the next day ‘to do’ items at the end of the day

�  Regularly check upcoming work events to allow adequate time to plan

�  Designate each day of the week with a work theme

�  Conduct a quick team huddle at the beginning of the day

Organizational Tips�  Paper Organization

�  In-box – Centralize location to capture incoming documentation.

�  Pending or Work in Process – Create a space where you keep these items to regularly monitor progress

�  Out-box – Completed items to be distributed

�  To be filed – Keep a space for items to be filed at a later time

�  Cabinet file folders – Identify the best way to organize your paper documentation. i.e. category

�  Binders – Determine if documentation should be stored in binders. Put definition of contents on binder for easy reference

Organizational Tips�  E-mail Organization

�  Create meaningful folder categories to store read emails

�  Delete emails that are not necessary

�  Setup rules to flag and organize emails

�  Cc: yourself to prompt a reminder if follow-up is required

�  Keep emails in your ‘inbox’ that require action

�  Write emails in advance and set a future delivery date

Organizational TipsApply the R-A-F-T method to every document you receive to minimize the number of times you touch each document

Refer It. Delegate to someone else

Act on it. Do what needs to be done.

File it. Save for future reference

Toss it. Recycle or pitch if document is not needed

Establish a paper or digital tickler system when follow-up is required

Organizational Tools�  Digital note taking applications: Evernote and OneNote

�  Digital list: Wunderlist, Finish, Todoist

�  Pinterest – Group and store content and ideas

�  Trello – Organize ideas in a card layout

�  Basecamp – Collaborative project management and team communication

�  MindMeister – Mind mapping tool for brainstorming and planning

�  Box – Cloud based digital file mgt platform to store and manage files

Practice�  Capture all the thoughts you’ve had during this session

�  Define and describe the steps required

�  Execute!