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How to Get Organized in Spite of Yourself

How to Get Organized in Spite of Yourself

    “He who knows others is wise, he who knows himself is enlightened” – Lao Tzu

    One of the first steps in change is awareness — understanding how and why you do things the way you do.

    But why is it important to know yourself?

    Awareness of self…empowers.

    It creates space and understanding for decisions to be made. Decisions on how to move forward or decisions on how to change. Self-awareness gives us a starting point, a place to work from.

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    In Sunny Schlenger and Roberta Roesch’s book “How to be organized in spite of yourself”, they explain that everybody can be identified by a different operational style and knowing what your personal style is can be a good starting place if you feel the need to organize your work life.

    In the book, people are classified by the following Time Styles:

    Hopper: A person who generally has many projects on the go at once and likes to works on all simultaneously. They constantly jump from task to task without finishing any of them.

    Perfectionist Plus: The Perfectionist Plus gets so involved in their projects and believe they can do everything right that they rarely finish a project on time. Even when they do finish a job, they are usually dissatisfied with the outcome.

    Allergic to Detail: They would much rather formulate the plans than carry them out. This type is very weak on follow through.

    Fence Sitter: The Fence Sitter leaves most things to chance because they are incapable to making a decision and worry whether their decisions will be the correct ones.

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    Cliff Hanger: These people thrive on excitement, delay everything to the last minute and usually need a deadline to complete anything.

    Identify your own style. When I identified myself and my style of working, I realized that it wasn’t so much a character flaw as I had previously believed, but a recognizable style that probably one-fifth of the population of the world share with me. Knowing this allowed me to (firstly) not be so hard on myself but it also put me in a position of power to allow me to learn to work with it.

    Here are a few tips to help you work better with your each style

    Hopper:Slow down. Eliminate distractions and interruptions.Do high priority tasks when you have most energy. Break projects down into mini-goals.

    Perfectionist Plus: Identify and focus on your highest priorities. Anything else does not need high attention to detail. Learn to say “no” and to delegate.

    Allergic to detail: Create simple, basic routines, set reminders, break up tasks into smaller goals, and schedule tasks.

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    Fence Sitter: Understand that there really are no bad decisions. Break down decisions into small steps, pinpoint your fears, and get familiar with your gut feeling.

    Cliff Hanger: Schedule time for tasks. Become aware of how long they really take, check your to-do list regularly to ensure you are not procrastinating on important tasks.

    How do you spend your time?

    Another important factor is to see how you currently spend your time. We all work hard — we spend many hours each day on tasks and projects that need to be done.

    But are there tasks that could be eliminated?

    Are we perhaps spending too much time on certain jobs? Identifying how you spend each moment of the day can be very enlightening.

    When the end of the work day comes and you think you know how the day was spent, do you remember that you spent twenty minutes chatting to your work colleagues about the football game or the fact that you spent thirty minutes on social media? What about the time spent at two meetings that didn’t really affect your job? Could you have read the meeting minutes rather than attend it personally?

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    Analyzing how the hours of each day were spent will allow you to make better decisions about your time going forward.

    This can be done by using a paper time sheet where you detail all of the things that you spent time on during the day or you can download an electronic time-sheet from the Internet that will monitor all that you do on your computer during the day.

    Know Thyself

    When you discover more about your personal style and how you currently spend your time you will be in a more powerful position to make more informed decisions about how you can work at your best.

    As for my style, it turns out that I am both a Hopper and Allergic to Detail. Confusion, disorder, chaos, disarray were all words that described me in the past. Getting organized has been life-changing for me. It has been the facilitator of my personal success — and believe me when I say that if I can do it, anyone can!

    (Photo credit: Document folders sorted via Shutterstock)

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    Ciara Conlon

    Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

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    Last Updated on March 31, 2020

    How To Break the Procrastination Cycle

    How To Break the Procrastination Cycle

    How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

    There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

    The Vicious Procrastination Cycle

    For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

    1. Feeling Eager and Energized

    This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

    2. Apprehension Starts to Come Up

    The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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    3. Still No Action

    More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

    4. Flicker of Hope Left

    You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

    5. Fading Quickly

    Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

    6. Vow to Yourself

    Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

    Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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    How to Break the Procrastination Cycle

    Unless you break the cycle, you will keep reinforcing it!

    To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

    1. Feeling Eager and Energized

    This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

    2. Plan

    Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

    3. Resistance

    Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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    What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

    4. Confront Those Feelings

    Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

    Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

    5. Put Results Before Comfort

    You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

    6. Repeat

    Repeat steps 3-5 until you achieve what you first set out to do.

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    Final Thoughts

    Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

    If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

    Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

    Featured photo credit: Luke Chesser via unsplash.com

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