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The No-Hassle Quick Capture Tool for Tasks and Ideas

The No-Hassle Quick Capture Tool for Tasks and Ideas


    I am forgetful.

    My mother often told me I’d lose my head if it weren’t attached to my shoulders. As a result, I have come up with a variety of ways to remember things. But no matter what, I write it down first.

    If I don’t write it down, I won’t remember it. There is no way. This is not negotiable. If it’s not written down, it’s gone forever. I’ve lost more interesting ideas while driving because of this.

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    But the key quick capture tool for me is…

    Post-It Notes

    Why Post-It notes? They come in all sizes, and they’re cheap. You can have as many (or as few) as you want. They come in fun colors. What’s not to love about that?

    Post-Its and Notebooks

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    I keep a Field Notes notebook in my back pocket at all times. I have a set of five so I will always have one with me. Before I leave the house, I’ll toss one into my pocket if I don’t have one there already.

    In the front of each notebook, I have a small stack of Post-Its which becomes my portable workspace. I usually grab about a half dozen and stick them there for safe keeping.

    Why do you need Post-Its in a notebook?

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    Notebooks are to keep. Post-Its are to share. In the course of my job, I often need to leave notes for people and having Post-Its handy is vital.

    I use them as a “scratch pad” where I can write down little things I want to see as soon as I open the notebook. I don’t want them hidden in some distant back page. Or if it’s something I don’t deem important enough to put in the notebook, it goes on a Post-It. It’s my own arbitrary rule — use it as you see fit.

    Hang them on things

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    At work I have a little line of Post-Its across the bottom of my monitor. However, I stick them anywhere I might need them, such as:

    • The Steering Wheel: Whenever I need to remember something the moment I get into my car, I leave a note on the steering wheel. It can’t be missed.
    • The Front Door Knob: Is it vital I remember a package to mail or my lunch? If so, I leave a note on the door knob so I can’t walk out of it without seeing the note.
    • My Lanyard/Work Badge: Where I work, I have an ID badge that I must have on me at all times. I will often hang a Post-It to the back of my badge. Sometimes it’s the easiest place to stick it where I’ll remember it immediately when I get back to my desk. Bright colors are especially helpful for this.

    I even keep a larger Post-It pad on my desk with lines on it. This way I always have a notepad ready for any thought, phone message, or to-do item that pops into my head.

    My system of Post-Its and notebooks is all about reducing friction. I could keep all the notes in my phone or other digital system. However, the risk for distraction is far too high. My phone lets me hold the Internet in the palm of my hand, which is a death sentence for any idea I’m trying to hold in my head long enough to write down.

    Paper is a perfect quick capture tool. And as for pens, I never leave the house without one. One lives in my wallet and I always keep another in my front pocket.

    (Photo credit: Conceptual Photo of Mouse and Trap via Shutterstock)

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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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