Does this look familar to anyone? I know it does to me... I'm that kind of person who has six million things going on at once, like most of you. My organization style, well it makes sense to me, but anyone else might as well try to deciepher hieroglyphics then figure out where I put things. And I know I know, we're all too busy to go find that proper folder and filing cabinet, why not just throw it in the pile and we'll organize it later? We add a few more papers. Then oh look, its time to leave... I'll just get to organizing these papers tomorrow. Tomorrow becomes next week. And then before you know it we have a heap of papers, no idea where anything is and we need to find one paper in the proveriable hay stack. Then we're about to tear our hair out because we are waisting time searching through a mountain of memos, emails, and chinese reciepts.
Well, ladies and gents the secret to avoiding this mess is to keep up with it. I know a real shocker right? Well because this is one of those "easier said then done" type of things, i've got some tips for you (and me) to make our lives a little easier. And believe me when your planning an event (nevermind two or three at once) being organized (mentally & physically) will help you save time and accomplish what you need to, without that weekly meltdown.
1. Have a list of goals: Really have a couple. At the beginning of a project, make a to-do / goal list for that project. Break the tasks down into manageable bits. (Ex; Hiring Entertainment can be broken into Brainstorm, Research, Get Quotes, Decide / Confirm, Pay). This goal list should be seperated into weeks. Then each day you should make a list of the objectives for that day from all your various projects, doing the most important first. *Keep all your lists in the same notebook or planner all the time! They won't help if you can't
Find them!
2. Deal with a Paper Once: This is a big one. Here is where we avoid the clutter factor. When you get a file, an email, memo etc don't parially handle it. If you don't have time to complete it, put it aside until you do.
3. Plan for daily issues: Schedule in an hour to handle those memos and emails that come in so they aren't sitting around and piling up.
4. Group Similar tasks together: You'll save time and avoid losing papers by doing things in bulk, (ex. answering all emails at the same time, addressing envelopes to dif. ppl etc)
5. Physically Organized: Invest in Bins, folders, binders. Everything should have a designated place! Some examples of categories to have; Specific events, contacts, "to be filed", "phone calls to make" "To be reviewed/ signed", Urgent, Long term projects. Find what helps you stay organized.
* Keep in mind that this works for your computers too! Create Folders for specific tasks and areas of them. Someone who has never been in your office should be able to go in and find whatever they are looking for, so keep it logical!
* One tool I love is an accordian folder. This lovely little thing keeps everything in one place, but with a seperate category for all the different aspects of it. This little baby is a disorganized gals best friend. And you can get it in various color / patterns at any business type store, walmart etc.
6. Maintenence: Set aside a few minutes each day to maintain your system. This will help you catch your little slips when you throw that budget paper aside in frustration. At the end or start of each day look at your to-do list, cross off what was accomplished and make the one for the next day while everything is fresh in your mind.
Or... You could always do it his way. Whatever works for you friend. Well I'm off for the day, stay dry! And Stay Organized! TTFN
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