being organised and how to get there

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Being Organised and How to Get There

The first step to becoming efficient and more productive in life is to get

organised. This five-point plan, by Marcia Gracia, will help you confront misguided thinking that says you can’t.

What is holding you back from getting organised? Most likey you! Here arefive common obstacles, and what you can do about them.

1 I’d rather do something else Let’s face it. We’d all rather be doing something fun, right? If given a choicebetween organising files and watching a favourite TV program, it’s prettyclear what most people would choose.

One way to overcome this obstacle is to schedule your organising projects

for first thing in the morning. Do your project for an hour or so, and be done with it. Once it’s out of the way, your day will be free to do things you reallyenjoy.

Another way to combat this mind-set is to make something you love to dodependent upon the completion of your organising project. For instance,don’t allow yourself to read a magazine or newspaper until you’ve done thelaundry or washed the car, which you’d promised yourself you’d do today.

2 all-or-nothingYou may be reluctant to start an organising project because you only like tostart things that you know you can finish in one session. Waiting until you

can do the whole thing‚ often ends up in nothing getting done.It is better to start something and progress a little, than to not startsomething and to not progress at all. Often organising a project that doesn’tget started, makes the project seem worse over time.

If it’s difficult for you to leave a project unfinished, your best bet is to give yourself smaller projects that you can complete in less time. For example, you may want to organise your desk, but you know it’s going to take you afew hours, and you can’t seem to find a few open hours in your schedule.

Organising the entire desk might be too large of a goal. But, if you say to yourself that you’re going to clear off the papers from the top of the desktoday, empty out the top drawer tomorrow, organise the supply drawer thenext day, and so on, now you’ve given yourself projects that can be started—



One of the main reasons for not starting an organising project is fear of failure. You may feel that since you haven’t been able to get organised, younever will.

Or you may feel that even if you do manage to get it organised, you mightnot be able to maintain it.First, a positive attitude is essential to getting and staying organised. Thebest attitude is a can-do‚ attitude. Believe in yourself. You can do it!

Second, any task or project you progress on, no matter how little theprogression, is a success!Enjoy your successes and reward yourself for them.

myths of being organised

1. BEING organised MEANS BEING NEAT.

While you can certainly be neat and organised, the two should never beconfused. While you might have neat piles or boxes in a straight line, you

may still not be able to find a single thing when you need it. Being organisedmeans using a structured system that allows you to do or find everything you need, without frustration, chaos or stress.

2. TO BE organised is TO BE CLEAN.

Once again, while you can be both organised and clean, the two shouldn’tbe confused. Cleaning means you’re removing dirt, grime and otherwisepreparing a sanitary surface. But, you can have the cleanest home or officeand still be disorganised and inefficient.

3. TO BE organised MEANS TO SCHEDULE EVERY MINUTE.

While thoughtfully scheduling appointments, projects and jobs is

recommended, you do not have to schedule every moment of your day to beorganised. Scheduling is the fine art of packing every day just full enough of the most useful activities. Never overload it. Your schedule should alwaysallow you time for spontaneity.

4 ONLY CERTAIN TYPES OF PEOPLE CAN BE organised.

While a small percentage of people don’t have the ability to be organised,such as someone with an illness, most people can be. Being disorganisedisn’t a disease; it’s a decision. If you really want to be organised, there aresystems to help you. Once you know these systems and apply them, you’llbe organised.

5. BEING organised TAKES a LOT OF TIME AND EFFORT. The truth is, it takes less of both to be organised. Disorganisation and itsassociated inefficiency takes more time, and ensures that huge obstacles aredirectly in the path of getting things done. Getting and staying organisedisn’t rocket science.

6. EVERYONE I KNOW IS organised, EXCEPT ME.

Being organised is both an outer and inner trait. Unless you really know aperson well, you really can’t come to this conclusion. For example, someonemay have a neat home, but is never on time.Another may have an organised home, but his office filing system is chaotic.

There are many people in need of organisation, even if it doesn’t show.



How to Get Organised

How many times have you torn up the house looking for that one important

item, or been paralyzed by the avalanche in your inbox, or spent far toomany mornings in a dead sprint to get out of the house on time? Things thatare left undone can be your own undoing -- adding stress and wastingprecious time. Organizing is the act of giving yourself more time and peaceof mind.

Getting started

Step1

Try to understand the role in your life played by all those accumulated

belongings. Many people hang on to belongings for comfort and security,

and to remind them of who they have been and who they want to become.

Paring down, however, doesn't have to be a painful process. Organizing

takes whatever works best for you and makes it the norm rather than the

exception.

Step2

Read 16 Set Goals. Then take an inventory of everything that's not working

in your life, big or small. Is it pawing through your closet each morning for

something to wear, or dreading planning dinner every night? Do you wish

you had more time to work out, travel or write a book (see 496 Write the

Great American Novel)? Now list everything that would make you feel better:

Having bills paid on time (see 229 Simplify Bill Paying). Spending more time

with your family. Being able to actually park your car in the garage. This

inventory will reveal where your energy and time are needed and clarify your

values.

The urge to purge

Step1

Choose an area from your inventory that needs help. Whether it's your

overflowing office, your crammed closet or your bureau, roll up your sleeves.

Step2



Start small to avoid getting overwhelmed. If you don't have a entire day or

weekend to devote to the project, carve out 20-minute chunks. Tackle the

junk drawer during halftime. Take on the medicine chest while you're

supervising baths (see 43 Organize the Medicine Cabinet). Setting a realistic

time frame is key to getting stuff done.

Step3

Pull out everything from your target area and sort it into four piles: items to

keep, items to sell or give away, items to fix and items to toss. Use boxes or

large garbage bags to manage your piles, and keep one box to fill with items

that belong elsewhere.

Step4

Put the misplaced items where they belong or in a temporary place. Take your discards to the garbage can and recycling bin.Put your sell or donate

box in the car (see 12 Get Rid of What You Don't Want). Now look through

what you're keeping. Set aside anything that needs repairs, with a deadline

of three months or so until they are too are sold or donated.

Step5

Make purging a routine. Of all the organizing principles, it's the most

difficult, yet it yields the most visible results. If you have trouble letting

something go, box it up for a year. If you still haven't needed it, you'll bemore ready to toss it.

Keeping it together

Step1

Start creating new organizing systems by analyzing how you use and store

your stuff (see 128 Store Anything). Some organizers call it being "motion

minded." Hang a bucket filled with sponges, rags, soap and wax in the

garage. Keep the coffeemaker next to the sink for water, and store coffee,

filters and cups nearby. Pay attention to how often you use things as well.Place frequently needed items at eye level and at the front of shelves; put

less frequently used items at the back, or on high or low shelves.

Step2

Ask yourself how a particular task or area could be made more efficient, and

continue to refine your systems until you're happy with the result. Whatever

you try, make it simple. Anything else sets you up for failure.

Step3



Purchase containers that fit the task. Clear, stackable, sturdy, airand

watertight containers offer security, access and visibility.

Step4

Label containers, folders, boxes and files clearly so everyone in the familyknows where things go, and you can quickly identify contents. Unlabeled

CDs, videotapes, folders or boxes are a guaranteed time waster. See 57 Live

Better Through Labeling.

Step5

Be conscious about acquiring new stuff. Before you purchasesomething,

make sure you have a place for it. Better yet, purchase something new only

if you get rid of something old. Buy only what you'll really use--even if it's a

good deal or on sale.Say no to castoffs from friends and family. When indoubt, live without. See 15 Live With Less.

Step6

Recognize that you can't do it alone all the time--that's part of being

organized. Get help from relatives, friends or professionals if you can't keep

up with routine chores; you aren't good at doing what needs to be done; you

don't know how to do something and have no time to learn; or you recently

went through a major life event such as a family death, divorce, job loss or

change or a move. If you're too overwhelmed to even start, call in the cavalry(see 5 Hire a Professional Organizer).

Tips & Warnings

• Break the big jobs down into manageable tasks and tackle one roomor area at a time to minimize disruption.

• Be ruthless when you purge. For each item, ask: "Do I love this? Do I

really need it? Can someone else use it?" If you haven't worn it, used itor needed it in a year, get rid of it. If you can replace something easily,trash it. If you have many similar items, keep one and pitch the rest.

• Are you one of those people who keeps empty boxes for a possible

future move or mailing? There's no shortage of cardboard boxes if youshould ever need them. Break them down and set them out forrecycling.

• Having trouble parting with certain stuff? Gather items into categories

such as those in step 3. When you look at them all together, you'll wonder why you kept them to begin with.

• Tape cassettes, laser disc players, old computers and cell phones are

just taking up space.



• Before you head out to buy new containers to stash your stuff,

measure what's going in them first to make sure everything fits.

13. How to get organised

As you are your own boss, you are the only person responsible for not onlyensuring you deal with the day-to-day admin but also that you are

compliant with all regulations. To ensure as much of your working week is



spent on projects you can bill clients for, the admin side will need to becompleted as efficiently as possible.

As you get going and your hard work pays off, you should hopefully see your workload increasing - and with that the admin that inevitably comes with it. This can be overwhelming unless you have a system in place to simplifyprocedures and to remind you automatically when to chase people.

Much as it's tempting to 'file' paperwork to one side until another day, thisinevitably will see you with cashflow problems where you submitted a clientinvoice late and that client takes several weeks to pay because you haven'tchased it or you lose favour with suppliers for being a slack payer. It couldeven cost you money if you are consistently late filing VAT returns forinstance.

Devise a system from the outset that caters for all your diary and contactmanagement needs. Whether it's online or a tick boxes on a job bag that

progress from brief, quote sent/accepted, schedule agreed, client invoiced,date to chase etc - so long as it works for you to keep track of your businessin a timely manner.

Start now before you get going - if you don't, your competitors will.

Databases

Ultimately an online system will allow you to add notes with greaterflexibility so that you can easily refer back to previous conversations beforemaking a call. Some have reminder systems built in to nudge you when it'stime to chase an invoice or call a prospect.

Better still use the database to accurately log each project, its value and theamount of time you spend servicing that client so that you can qualify yourmost profitable clients and therefore dedicate more time culturing thoseclients.

If you keep contacts on a database you will need to comply with the DataProtection Act.

Outlook

If you currently use Outlook Express you may consider upgrading toOutlook which has additional facilities to organise your working day with acalendar and address book and task list.

Time Management

Have a list of activities that have to be carried out everyday - back ups,checking email etc to ensure that these are done.

Write another list of things that need to be done at any one time, 'nasties' orthe tough jobs that have to be done at the top and the lesser evils towardsthe bottom. The theory is that the guilt of staring at the tough jobs too longspurs you on to complete them so that the nicer tasks towards the end are arelative pleasure. It's also good to physically tick off tasks accomplished.

Set time limits for everything that you do - to ensure you complete a project

within a quoted for time and to reign in time spent which can't be billed.



Classic examples are researching online where you end up surfing sites youhadn't intended to drift on to!

Take regular quick breaks from your work to refresh your thoughts. Reward yourself if you complete tasks ahead of the time you set (or feel free topunish yourself if you don't!)

If you are having an unproductive afternoon and project time allows, go for a walk or take the afternoon off to shake off the creative block.

Set clear lines of distinction between home and office. If you work at homeset aside a separate work area so that you mentally leave work at the end of the day. When you leave the office, leave the office - do something that youassociate with switching off. If you work from home so there is no 'drivetime', read the paper, take the dog out etc. Invest in a separate business lineto that room so that you only answer work/family calls at the appropriatetimes to avoid unwanted distractions.

Review your longer term business progress regularly. Put days in the diarythroughout the year to review your thoughts and refocus to ensure yourtime is still being spent wisely.

being organised and how to get there

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