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The Easiest Way to Finally Get Organized

The Easiest Way to Finally Get Organized

Feeling organized still remains the elusive dream for many and it makes sense. I know I never took time management 101 when I was in school. When you leave school and you take on the ever-growing amount of responsibilities, getting organized isn’t a choice anymore. It is essential if you want to actually enjoy your life to the fullest.  How do you know where to start when you are feeling so overwhelmed? And how do you even know what you are doing wrong?

You could try to identify what you need to work on, especially your time thieves. If you feel like you are always putting out fires, perhaps you should brush up on your prioritization skills. If you often feel stressed and overwhelmed, you might need to implement some system or structure to guide you. However, there is an easier way to finally get organized.

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Time management tools are not like cookie cutters though; you need to adjust them to suit your needs. What works for your colleague might not work for you. The extent that you can plan your days will largely be influenced by the type of work you do, of course, if your work is more structured, it is easier.

Here is what works for me.

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Step 1: Put it all down

Number one is always getting clear on everything you have to do. So start by writing down all your tasks on a To-Do list. You must separate all your tasks into one-off tasks, routine tasks, projects, long term tasks, etc

If you read my article on why To-Do lists don’t work and how to change that, you will know that you also need to estimate the time needed in your list and to sequence and prioritize too. Working effectively from this list is key.

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Remember to break your tasks down into manageable steps and then prioritize them.

Step 2: Get your calendar out

With your To-Do list in one hand and your calendar in the other, you are going to plan the next week, weeks, or month ahead. I like to plan the month ahead but do what works best for you.

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  1. First put in your routine tasks that you have on your list. These are all the tasks that you often do and block this time off in your calendar. Lunch breaks and coffee breaks should be scheduled in your calendar and don’t forget to batch your tasks where possible, for example; schedule times to check your email in the day, make your phone calls, etc. It also helps if you categorize your tasks by color.
  2. Block off hours in the day, preferably 1 to 2 hours at a time throughout the day, working around your routine tasks. Looking at your To-Do list, select the priority tasks and include them in the various blocked off hours in the week. Your schedule will now include your routine tasks and the other important tasks coming up.
  • You must leave at least an hour a day free on your schedule for unforeseen crises, etc.
  • Create a balance and flow in your schedule that you feel comfortable with. Your schedule must be realistic and ensure you estimated your timing well, prioritized tasks and left time open in your schedule.

Step 3: Reinforce your schedule

  1. Identify obstacles. Think about the obstacles or challenges that might come up for you when you attempt to implement this new structure. You know what will be difficult and what will be easier for you. Whatever your obstacles are, you need to identify them.
  2. Overcome obstacles. Plan how you are going to overcome your obstacles so you are prepared with tools to move forward. Remind yourself of the benefits of what you are doing when you lose a little motivation, be the voice that champions you on when you need it.

Imagine ending the day feeling that you accomplished everything you wanted to. How much would it mean to you to feel less stressed and overwhelmed?  Most of the energy needed to make this change is needed at the beginning. Getting organized isn’t difficult, having the commitment and dedication to make the change is the hardest for most. If you can do that, getting organized will be a breeze.

To your success!

More by this author

Kirstin O´Donovan

Certified Life and Productivity Coach, Founder and CEO of TopResultsCoaching

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Last Updated on March 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

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