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Published on October 14, 2019

10 Organizational Skills Training Techniques for the Overwhelmed

10 Organizational Skills Training Techniques for the Overwhelmed

Do you constantly feel overwhelmed by the amount of tasks you have to complete at work? If so, then it may be time to look into some organizational skills training techniques.

Organizational skills are an asset. They allow you to add structure to your day so that you meet deadlines, attend every meeting, and even have enough time to take your breaks (imagine that!). As transferable skills, they can also add value to your personal life.

So, if being organized and able to perform at your very best at work, even when you’re inundated with duties, sounds appealing to you, then read on.

Why You Need Organizational Skills Training

According to the Cambridge Dictionary, organizational skills refers to:[1]

“the ability to use your time, energy, resources, etc. in an effective way so that you achieve the things you want to achieve.”

When you’re feeling overwhelmed at work (or anywhere really) achieving anything seems impossible. This is why organizational skills training is crucial. The skills you learn can help you to overcome the feeling of defeat so you can take command of your tasks again.

The Benefits of Organizational Skills

Having organizational skills allow you to not only be more organized, but to also be more productive and more effective. You’ll have greater control of your tasks and be able to accomplish more things. It can also reduce stress-levels, and experiencing less stress means leading a healthier lifestyle.

Examples of organizational skills include:

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As previously mentioned, while a major benefit for the workplace, they are also valuable in your personal life.

Think about it, our personal lives are also filled with many tasks and activities. Whether it’s going to the bank or buy groceries, or doing household duties such as vacuuming or taking out the trash, each responsibility is basically a task that needs to be completed in order for our home lives to run as smoothly as possible.

How to Learn Organizational Skills

Many businesses and organizations provide organizational skills training, whether it’s a workshop, company presentation, online training course, or an all-out conference. Attending these events is a great start to learning organizational skills. Then, of course, you can set your own goals.

For most people, organizational skills don’t come naturally. However, fortunately, just like any other skill, they’re learnable. Once you acquire an understanding of a skill, the more you practice it, the better you’ll get at it.

If you’re completely new to all of this, your best bet is to start small. Set yourself one goal, select one thing you’d like to improve on, and repeat it regularly until it becomes a habit. Once you’re confident in maintaining the habit, you can add to your goal or expand on it.

Starting small and gradually adding as you progress is a good course of action, as it can ensure that you actually achieve what you set out to accomplish. If you dive straight into the deep end, you risk being even more overwhelmed than before and may fail to meet expectations completely.

Surrounding yourself with people that have particular behaviors is another way to learn organizational skills. Having a super organized team leader, manager, or head of business can greatly influence your own actions and behavior.

10 Organizational Skills Training Techniques

If you’ve noticed yourself feeling overwhelmed and stressed at work recently, then perhaps you could try out one of the following organizational skills training techniques. They could help you to get back control, focus on your tasks, and reduce stress-levels.

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1. Make a List

If you’re feeling swamped with tasks, creating a to-do list is great for taking back control of the things you need to do.

By writing down your tasks in order of importance (make sure you prioritize your list!), you’ll have a visualization of what needs to get done.

You’ll also get to experience the feeling of great relief when you get to cross a task off your to-do list when it’s completed!

2. Don’t Rely on Your Memory

Even if you have superhuman memory, it’s always a good idea to write everything down.

From project deadlines, to customer details, to product prices, writing things down can serve as a reminder so you don’t forget the important things when you’re feeling overwhelmed.

And with most of us carrying around smartphones, you’re never far from a tool where you can write something down.

3. Schedule

A huge part of being organized is knowing how to plan, and expert planning involves a lot of scheduling.

Scheduling is taking a step further than creating a to-do list. Not only do you have the things you need to do recorded, but you have a timetable when you should complete them. This helps you to develop your time management skills as you’re expected to coordinate tasks and activities so that deadlines are met and everything is done on time.

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4. Learn to Delegate

Learning to delegate tasks is a valuable skill that will help to keep you organized. Not only will it lighten your workload, but it will sharpen your planning and prioritization skills as you will have to learn which tasks should be done by you and which tasks are okay to be given to someone else.

5. Avoid Multitasking

While the idea of attempting to do more than one task simultaneously may seem brilliant, in practice, it’s the complete opposite. Multitasking is known to actually lower your productivity as it diminishes your focus and attention and things become more difficult and take longer to complete.

6. Minimize Interruptions

It’s impossible to control every aspect of your environment but it doesn’t hurt to try. By minimizing interruptions while you’re at work, it gives you a better chance of completing them as effectively and efficiently as possible.

Investing in noise-cancelling headphones or installing a social media block on your desktop are examples of ways you could reduce distractions.

7. Reduce Clutter

A notable organizational skills training technique is to create a filing system for your documents. Whether it’s at work or at home, we all accumulate documents that we may not currently need but are too afraid to throw away in case we will need it in the future.

Having an organized system can allow you to locate necessary documents any time you need them. It also keeps them safeguarded which reduces the chance of losing something important. This filing system applies to both actual paperwork and digital documents.

8. Organize Your Workspace

Where we work greatly influences how we work. If you have a cluttered and messy workspace, then the chances of you working in an unorganized fashion can be very high.

Keeping an organized workspace ensures that you’re able to perform at your most productive. You won’t waste time looking for things that have been misplaced and working in a clutter-free environment can be soothing for your mind.

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9. Get Rid of What You Don’t Need

Clutter is known to lead to stress and anxiety.[2] If you’re already feeling overwhelmed, then the sight of clutter can increase that feeling.

Getting rid of things you no longer need clears out your environment and, hopefully, your mind as well.

Done with that sticky-note? Throw it away! Inbox is filled to the brim with unread emails? Unsubscribe to newsletters you no longer read! Whatever you no longer require in your physical and digital life, get rid of it.

Here’s a guide to help you declutter: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

10. Tidy up Regularly

While working, it can get easy for your desk to get untidy. You’re focused on work and so keeping everything at your desk in order is probably a lower priority. But it’s something to be conscious of. Doing a regular tidy up can ensure the mess on your desk doesn’t go overboard.

Whether it’s a quick clean up every day, or a deep clean every month. Being aware of tidying up and fitting it into your routine will help keep you organized and less stressed.

The Bottom Line

Possessing organizational skills enables you to get back control of your tasks when you’re feeling overwhelmed and perform better at work. They can make you more productive, more efficient, and of course, more organized.

Remember, they’re not only valuable at work! Because of their transferability, they can be beneficial in other areas of your life. And really, it doesn’t hurt to be organized at home and socially, as well as at work.

Featured photo credit: Jeff Sheldon via unsplash.com

Reference

[1] Cambridge Dictionary: Organizational Skills
[2] Psychology Today: Why Mess Causes Stress: 8 Reasons, 8 Remedies

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Dinnie Muslihat

Writer, content marketer & productivity enthusiast

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Last Updated on July 13, 2020

How Not to Feel Overwhelmed at Work & Take Control of Your Day

How Not to Feel Overwhelmed at Work & Take Control of Your Day

Overwhelm is a pernicious state largely caused by the ever-increasing demands on our time and the distractions that exist all around us. It creeps up on us and can, in its extreme form, leave us feeling anxious, stressed and exhausted.

If you’re feeling overwhelmed at work, here are 6 strategies you can follow that will reduce the feeling of overwhelm; leaving you calmer, in control and a lot less stressed.

1. Write Everything down to Offload Your Mind

The first thing you can do when you begin to feel overwhelmed is to write everything down that is on your mind.

Often people just write down all the things they think they have to do. This does help, but a more effective way to reduce overwhelm is to also write down everything that’s on your mind.

For example, you may have had an argument with your colleague or a loved one. If it’s on your mind write it down. A good way to do this is to draw a line down the middle of the page and title one section “things to do” and the other “what’s on my mind”.

The act of writing all this down and getting it out of your head will begin the process of removing your feeling of overwhelm. Writing things down can really change your life.

2. Decide How Long It Will Take to Complete Your To-Dos

Once you have ‘emptied your head,’ go through your list and estimate how long it will take to complete each to-do.

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As you go through your list, you will find quite a few to-dos will only take you five or ten minutes. Others will take longer, often up to several hours.

Do not worry about that at this stage. Just focus on estimating how long you will need to complete each task to the best of your ability. Here’s How to Cultivate a More Meaningful To Do List.

3. Take Advantage of Parkinson’s Law

Now here’s a little trick I learned a long time ago. Parkinson’s Law states that work will fill the time you have available to complete it, and us humans are terrible at estimating how long something will take:((Odhable: Genesis of Parkinson’s Law))

    This is why many people are always late. They think it will only take them thirty minutes to drive across town when previous experience has taught them it usually takes forty-five minutes to do so because traffic is often bad but they stick to the belief it will only take thirty minutes. It’s more wishful thinking than good judgment.

    We can use Parkinson’s Law to our advantage. If you have estimated that to write five emails that desperately need a reply to be ninety minutes, then reduce it down to one hour. Likewise, if you have estimated it will take you three hours to prepare your upcoming presentation, reduce it down to two hours.

    Reducing the time you estimate something will take gives you two advantages. The first is you get your work done quicker, obviously. The second is you put yourself under a little time pressure and in doing so you reduce the likelihood you will be distracted or allow yourself to procrastinate.

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    When we overestimate how long something will take, subconsciously our brains know we have plenty of time and so it plays tricks on us and we end up checking reviews of the Apple Watch 4 or allow our colleagues to interrupt us with the latest office gossip.

    Applying a little time pressure prevents this from happening and we get more focused and more work done.

    4. Use the Power of Your Calendar

    Once you have your time estimates done, open up your calendar and schedule your to-dos. Go through your to-dos and schedule time on your calendar for doing those tasks. Group tasks up into similar tasks.

    For emails that need attention on your to-do list, schedule time on your calendar to deal with all your emails at once. Likewise, if you have a report to write or a presentation to prepare, add these to your calendar using your estimated time as a guide for how long each will take.

    Seeing these items on your calendar eases your mind because you know you have allocated time to get them done and you no longer feel you have no time. Grouping similar tasks together keeps you in a focused state longer and it’s amazing how much work you get done when you do this.

    5. Make Decisions

    For those things you wrote down that are on your mind but are not tasks, make a decision about what you will do with each one. These things are on your mind because you have not made a decision about them.

    If you have an issue with a colleague, a friend or a loved one, take a little time to think about what would be the best way to resolve the problem. More often than not just talking with the person involved will clear the air and resolve the problem.

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    If it is a more serious issue, then decide how best to deal with it. Talk to your boss, a colleague and get advice.

    Whatever you do, do not allow it to fester. Ignoring the problem will not make it go away. You need to make a decision to deal with it and the sooner you do so the sooner the problem will be resolved. (You can take a look at this guide on How To Make Good Decisions All The Time.)

    I remember long ago, when I was in my early twenties and had gone mad with my newly acquired credit cards. I discovered I didn’t have the money to pay my monthly bills. I worried about it for days, got stressed and really didn’t know what to do. Eventually, I told a good friend of mine of the problem. He suggested I called the credit card company to explain my problem. The next day, I plucked up the courage to call the company, explained my problem and the wonderful person the other end listened and then suggested I paid a smaller amount for a couple of months.

    This one phone call took no more than ten minutes to make, yet it solved my problem and took away a lot of the stress I was feeling at the time. I learned two very valuable lessons from that experience:

    The first, don’t go mad with newly acquired credit cards! And the second, there’s always a solution to every problem if you just talk to the right person.

    6. Take Some Form of Action

    Because overwhelm is something that creeps up on us, once we feel overwhelmed (and stressed as the two often go together), the key is to take some form of action.

    The act of writing everything down that is bothering you and causing you to feel overwhelmed is a great place to start. Being able to see what it is that is bothering you in a list form, no matter how long that list is, eases the mind. You have externalized it.

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    It also means rather than these worries floating around in a jumbled mess inside your head, they are now visible and you can make decisions easier about what to do about them. Often it could be asking a colleague for a little help, or it could be you see you need to allocate some focused time to get the work done. The important thing is you make a decision on what to do next.

    Overwhelm is not always caused by a feeling of having a lack of time or too much work, it can also be caused by avoiding a decision about what to do next.

    The Bottom Line

    Make a decision, even if it is to just talk to someone about what to do next. Making a decision about how you will resolve something on its own will reduce your feelings of overwhelm and start you down the path to a resolution one way or another.

    When you follow these strategies to can say goodbye to your overwhelm and gain much more control over your day.

    More Tips for Reducing Work Stress

    Featured photo credit: Andrei Lazarev via unsplash.com

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