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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

More by this author

Dinnie Muslihat

Writer, content marketer & productivity enthusiast

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Last Updated on October 20, 2020

The 5 Stages of Getting Over Cell Phone Distraction

The 5 Stages of Getting Over Cell Phone Distraction

“Good morning Sir. It’s 7 a.m. The weather is going to be cool today with chances of light showers.” From this wake-up call to working, cooking, drinking your cup of caffeine-elixir, and working out, do any of these activities involve you without your cell phone?

A mere device of convenience has smoothly transformed to become a major intrusion. With cell phone distraction at bay, the increased dependence on screens has been an alarming phase for your life, maybe more than you care to admit. It wouldn’t be an exaggeration if we even stated that this has become a complete addiction.

Considering this addiction, we will be treading with caution. Our approach to its solution will be aligned with the 5 stages of addiction treatment.

Let’s get started with this support group therapy, shall we?

Stage 1. Pre-Contemplation

This is all about denial—a denial that you can’t move your screen away from your eyes, denial that you may have Nomophobia or “no mobile phone” phobia. We completely understand that. But with this stage, it is all about making you realize how strong the addiction is (maybe stronger than Biohazard’s 928mg of caffeine)!

While you might have already internalized the damage, here’s offering some help with your addiction. We would be providing you a holistic idea about the consistent pandemic called mobile distractions and guide you around with hacks to tackle the addiction.

That said, it’s time to dive into the details!

Stage 2: Contemplation – A Peek at Cell Phone Distraction

Look around you. Apart from the N-95 masks and frenzied use of sanitizers, what do you see in common? “Expressions projected at the screen held in front of the eyes.”

It will probably be safe to say that smartphones have become quite the companion, so much that the real companion is often ignored for the virtual ones. You must have come across many memes based on this topic.

Additionally, the terrifying statistics on your cell phone addiction are not going exactly subtle on the massacre that this distraction has become.

Here’s to give you some perspective with the numbers:

  • Average mobile phone users click, tap, and swipe their mobile phones 2,617 times a day.[1]
  • Worldwide phone users have crossed the threshold of 3 billion and are predicted to have exponential growth of several hundred million in the coming years.[2]
  • 61.20% of the globe’s population own smartphones as of September 2020.[3]

While the latter two statistics prove the rising reliance on phones, the first number is indicative of the twiddling-thumb syndrome following the addiction.

Considering your widened eyes over the numbers, we can safely assume that you have moved on to stage 2: contemplation. This stage will let you see the change that you need to undergo to ensure a screen-free healthier lifestyle.

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While we acknowledge the crucial role that screens play for some activities, we believe you can easily do away with some of these engagements, reducing the time consumed to a bare minimum.

Think of the physiological, psychological, and sociological impact. With so much at stake and the distraction breaching all ages, it is time to start on with some hacks to break up this cell phone distraction.

Stage 3 & Stage 4: How to Break Up the Distraction

Let’s not get obvious here. We won’t tell you about the:

  • reduced attention span,
  • potential loneliness,
  • mitigating eye-health, etc.

That’s something that parents all over the globe have been putting out on banners. As a result, these facts are much likely to be considered ‘preaching.’

We, on the other hand, have a greater concern—your cell phones, most likely, are gnawing away your me-time and hence, your creative potentials. That is something that should never be compromised. Thus, it’s time you follow up on the hacks from the pros that have been proven to be effective across all ages.

Here let me fire away the life-altering, screen-shattering hacks that pose as Stage 3 Preparation and Stage 4 Action to cure your addiction:

1. Lean on an App to Track Your Daily Usage of Cell Phones

It would be safe to say that you have some tiny “time thieves” lurking in your mobile phones, crunching and munching away your precious hours. For the hacks, we start with the most convenient one—installing phone usage tracker apps.

Here is a list of the best ones for both the Android and the iOS platforms in 2020.

  • QualityTime – My Digital Diet
  • YourHour – Phone Addiction Tracker and Controller
  • Stay Focused – App Block (Control Phone Addiction)
  • Social Fever App Usage Tracker
  • PhoneUsage Tracker

With either of these apps playing the ‘personal trainer’ or referee, your hours spent on social media platforms and your phone, as a whole, are tracked down. While you check the hours for the first time, beware: the numbers may not be for the weak hearts!

2. Re-Subscribe to Your Hobbies

The price that you pay for your cell phone distraction is your growing distance from your hobbies. While you kill time with your screen-related engagements, you lose the roots of your hobbies.

So, make sure to do the following steps:

  1. List down your hobbies.
  2. Put it up on your headboard or sticky notes.
  3. Start slow on your hobbies.
  4. Set realistic goals, dividing the time spent on your phones and your hobby.

Once you rekindle your old, highschool-sweetheart of love, the attachment with the screen will eventually wither away.

3. Take a Vow of Silence From Social Media Platforms

When was the last time you ate without taking a click or went out with your friends without hashtagging the pic on Instagram? How often do you giggle while scrolling down Facebook feeds or go ‘aww’ at the cute kitty and doggo videos?

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We are guessing, a lot!

The numbers confirm our opinion. As per the World Economic Forum, Millennials spent approximately 2 hours 38 minutes and Gen Z 2 hours 55 minutes daily on social media platforms.[4]

Additionally, if you thought Covid-19 changed Ecommerce only, you are mistaken.[5] The recent pandemic state and its lockdown and social distancing have unfortunately brought you closer to your screens.

The landscape looks something like this:

    So, here is the most challenging hack of all—go nuclear on your social media apps. Before you go AWOL on us after listening to this, hear us out!

    The potential impact of social media platforms goes even beyond the mere time spent on it. You tend to take more interest in others’ lives, ending up comparing that with yours. And this, our ‘friends, Romans, and countrymen,’ has innumerable adversities.

    Remember, even if you delete the apps, you still have your accounts there. Also, if deleting it seems too much of an anxiety trigger, follow up with the time spent (using the apps on Hack 101) and put a realistic cap to it.

    4. Get Your Silent/Do Not Disturb Mode Working Occasionally

    For this hack, acknowledge first the fact that introspection or “me” time is incomparable. The diverse ringtones and tunes emerging from your cell phone are baits that will draw out hours from your life.

    While putting your phone on silent during meals or work meetings is a matter of manners, doing the same at other times means you are just prioritizing yourself. This will help you go back to your old habits and stay away from technological labyrinths.

    5. Set a Realistic To-Do List for the Day Sans Any Screen-Involvement

    How often do we treat ourselves for a great performance at work? Maybe a pizza or a bowl of ice cream? Why don’t you do the same for your cell phone distraction?

    What you need to do is:

    1. Sit down with a daily bucket list before sleeping off at night.
    2. Make sure that the list of activities involves minimum screen time.
    3. Accomplish the listed jobs and then reward yourself with some social media scrolling.

    So, do we have a deal? Get started, ASAP!

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    6. Where Have Your Books/Magazines Gone?

    Ask around, and your last generation will tell you the attraction of the tangible books—the tranquility involved in flipping the pages while your palm hugs a cup of your warm caffeine.

    With Kindles, Ipads, and tablets, that charm is long lost. However, for those looking and determined to dig away from this distraction, we suggest you try this reconnection. Reading, not on screens, but with the physical and tangible books will help you feel grounded and rekindle yet another hobby that will be responsible for your personal growth.

    So, dust the cobwebs off your bookshelf, and get your mind its treat of imagination!

    7. Go Serial Killer on Your Notifications

    Don’t get us wrong! We are not asking you to go all ‘Ted Bundy’ on your notifications but also, can you do that, please? Hear us out before freaking out completely.

    All of your sneaky apps frequently give out tiny beckonings via notifications, reminding you of their existence.

    While being notified is appreciated occasionally, it can surmount to considerable distraction if the phone goes off every 5 minutes.

    The best way out? Turn off notifications, even if for a couple of hours. You will then have the power not to be distracted from your contemporary activity and enjoy scanning through notifications at your preferred time.

    8. Get the Screen Glares Away an Hour Before Sleep

    What’s the best excuse that you put on for keeping your cell phone on your nightstand?

    Let me guess. Alarm?

    Quit the excuse queue, your alarm clock can serve the purpose well! Additionally, you won’t have the ‘convenient access’ to your screen right before you sleep.

    Seems harsh? Follow through and you will experience a sudden and considerable improvement in your daily schedule. Without your phone in an arm’s reach from your bed, you also won’t start your day by scrolling social media feeds.

    9. Go for a Black and White Mode

    OLED or Organic Light-Emitting Diode is the latest call of the display technology in cell phones. With promises of better black themes and incredible pixel-views, the color contrast in this display is too attractive.

    However, it is this color-coding that fetches and attaches you for a longer time on your cell phones. For those seeking to get rid of your cell phone distraction, your best way forward is by opting for grayscale. This makes the screen much less desirable to look at.

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    As of recent, multiple phones come with ‘bedtime mode’ that switches off the phone to grayscale mode. With the color drained from your phone, the social media platforms become immediately unattractive. In case you are seeking a reference, think of the memory Dump ground in Pixar’s Inside Out.

    10. Be Ready for the Withdrawal Symptoms

    Much like any addiction, acting on the cell phone distraction also brings in withdrawal symptoms (read up Nomophobia or “no mobile phone” phobia). While planning to leave your phone at home might seem a brave move, agitations, distractions, stressing out, and getting upset are surefire consequences.

    Considering that cell phones have become the representative for connectivity, staying away from them is a huge stress. Researchers have also gone their distance to say that compulsive cell phone behavior is a resultant of the Pavlovian conditioning system.

    The tune of cell phone notifications somehow sends a signal that some great news is on its way, and you are compelled to check your phone, considering that the notification meets up to your expectation leading to a release of dopamine into your system. With that dopamine release around, your anxiety is sure to kick in. So, prepare yourself for that!

    11. Pro Hack: Embrace Your Smart Speakers

    Do you know that grey pretty piece of technology greeting you with the weather update? Your Alexa/ Siri/Cortana/Google at play via smart speakers? They can be quite the acquaintance when you are trying to get rid of your cell phone distraction.

    Considering that you need the support of your phones to carry out daily activities, you can always rely on screen-less technology. This will help keep the smartphone away from your hands for a prolonged period.

    The Final Stage

    Nearing the end of your addiction recovery, the last stage matters the most.

    This 5th and final stage is all about maintenance or recovery. Don’t let your cellular bridles go loose thinking that you are over your cell phone distraction.

    You can always rely on the ‘hair band technique’ to keep the scrolling thumbs away. Maybe, you will be reminded that those opposable thumbs of yours can do much better—the guides of which you can find in the diverse blogs posted on the site or our social media sites.

    What say, you game?

    More Tips to Avoid Cell Phone Distraction

    Featured photo credit: Clem Onojeghuo via unsplash.com

    Reference

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