Get Organised.

Being organised, means you are more efficient, and that means you save time and money! It is not something that comes easily to all of us so I thought I would share a few tips with you to help you get organised. None of it is hard, you just have to be self-disciplined and stick at it to create good habits. Persevere and it will get easier to be organised. Honest!

• Write your To Do list – This can be done on paper (but not on lots of small bits of paper!) or the computer.
• Tackle unwanted projects first – That way you aren’t dreading them, which can slow down your day.
• Organize paperwork
• Binders, folders & file racks are your friends. Label as many folders as you must, and find a system that works for you. Perhaps separating by due date works best, simply work on papers from the file with the nearest date. Maybe it would help to separate by project. Either way, stacks of paper everywhere with no rhyme or reason will slow you down each time you have to search for and gather what you need. Do the same for e-mails in your inbox. Create folders for messages relating to specific projects or topics for ease in searching and reference.
• Finish a task before starting a new one – This is my biggie, jumping from one thing to another!  Distractions are the quickest way to inefficiency. If a new task hits your inbox before you’ve finished your current task, pop it on your ‘To Do list’ and finish whatever you are doing first.
• Manage your time well – Schedule quiet time at work to accomplish tasks that need extra concentration. Do your most challenging work when your energy is at its highest; save less demanding work for other times. If you tend to procrastinate, focus on the sense of accomplishment you’ll feel when the job is done. Use commuter time to plan your day’s activities.
• Manage your mail and phone calls – Sort incoming mail into categories by priority or action. Use voice mail to screen phone calls.
• Use a calendar – Check your work calendar daily to review your activities and avoid conflicts. Write down all commitments in pencil rather than trusting your memory. Use planning and scheduling forms and software to help you map out long-term projects
• Check e-mail on a schedule – Most people waste time answering every e-mail or text message as it arrives. Even worse, they respond without fully thinking through their response. Create a schedule and fall into a routine for checking your in-box. To keep up with e-mail, organise it in file folders. If the message needs more thought, move it to your to-do list. ‘ If it’s for reference, print it out. If it’s a meeting, move it to your calendar
• Reduce clutter – Clear your workspace. Keep only the most critical items and information you need daily on the top of your desk. Archive resource materials you rarely use. throw out duplicate information and materials that will soon be outdated.
• Organize files by priority and keep the most important ones within arm’s reach. Spend 15 minutes at the end of each day clearing your desk.
• Delegate tasks – You don’t have to do it all yourself, it can actually be far more efficient and cost effective not to! Assign tasks to others where you can. If the the task is not on your level of expertise or your time would be better spent on other things, delegate. Quick plug here, you can delegate to us, here at My Virtual PA, we can help with all sorts of things!
• Schedule a 2pm check-in – Most people wait until the end of the day to tally what they’ve checked off their to-do list. A mid-afternoon review allows you to know what needs to get done before the end of the day. It also allows you to manage the expectations of others. If you make a goal of leaving work on time at least two days a week, a 2pm check-in should help you make this a reality!

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