15 Ways To Organize Your Days

One of the issues that I haven't touched on as much as I'd like to here is staying organized.  I am constantly looking for great material out there in regards to productivity and time management.  In fact, I've got this list brewing up inside of me and I've got to share it with you all.  It's my "15 Ways To Organize Your Days" list.

1. Take care of the MUST DO's before the WANT TO's.
   There are so many things that I want to try and cram in my day.  Unfortunately, I only get 24 hours, just like everyone else.  So I prioritize and figure out what needs to get done, do it, and move on to the extra-curricular activities.
2. Organizing the space AROUND you will help you organize the thoughts INSIDE you.
   Maybe it's just me, but when my desk and room are cluttered, my mind is cluttered as well.  I feel so much more efficient when I have a clean space from which to work from.  In fact, some times I'll just leave my messy desk and go find a clean table in a coffee shop when I need to think and write.
3. Danger: Paper has a tendency to cause piles on your desk.
   I don't know why we hold on to useless paper, envelopes, or junk mail.  Toss them out.  I often find that I will go through my piles of paper and move them to new piles and think I've cleaned things up.  That's not organization...that's an illness.
4. Why PILE when you can FILE!
   Many years ago I started taking those pieces of information that I wanted to hold on to for reference or research and I began to file them.  People look at my file folders and ask, "How did you find so much information for those files?"  I tell them that if you find something that you need to hold on to, get a file folder, write the topic at the top, put the information in it and put it in your file cabinet.  That's it.
5. The phone is a TOOL not a TOY.
   Some of you aren't going to like this one.  I believe that if you spend an inordinate amount of time on the phone each day, that you aren't going to be as productive or organized as you like.  I'm not talking to those who need to make phone calls as a part of their position or livelihood.  I'm speaking to the jibber-jabber for hours on end that keeps you from accomplishing what's most important.  Sometimes we need to put the phone down and get to work.
6. You got to have a system.
   There are hundreds of organizational systems.  I'm not going to promote any here.  The point is find one that works for you and then simply work the system.  You don't have to re-invent something.  Use a legal pad, use index cards, use your computer, use your voice mail...whatever.  But find a system and...here's the tricky part...stick with it.
7. The flyleaf of your brain is unreliable.
   I'm not even sure that I know what a "flyleaf" is, but you have to find a place to collect your thoughts and ideas.  It needs to be something that you'll use on a continual basis.  It needs to be something that you'll refer back to regularly.   It can be a notebook or a text file.  But keep a record of the things you think up.  An idea is no good if you can't remember it.
8. Track your time for a day...for a week.
   Do you know how much time you spent playing Dance, Dance Revolution last week?  Write down how you spend your time for awhile and you'll be amazed at how much time is wasted.  Don't write down every minute, but sum up what you did during each half-hour block.  Where can you be more productive?
9. Make a DATE with your TO-DO.
   Every time you write down something that you need to do, put a date next to it when it needs to be completed.  A to-do without a deadline is like a plane that has nowhere to land...it just flies around til it runs out of gas and then it crashes.  That's a sad, sad story.
10. Clean your drawers.
    There's probably two ways you could interpret this.  Both are appropriate and beneficial.  In regards to the second way, don't have a drawer that you just toss miscellaneous items in, because all it will collect is junk.  Then you'll have to go through the drawer and figure what junk you're going to keep and what junk you're going to toss.  Organize your space so that each space has a purpose.  If you haven't used something for more than six months and don't plan on using it during the next year, ask yourself, "Do I really need this?"
11. Focus on the one thing.
    Multi-taskers may be able to have more than one thing going on at once, but we still only do one thing at a time.  If you have numerous things to get done and don't want to spend all of your time on one thing, then schedule out the tasks.  Tell yourself, "I'm going to spend a half-hour on this and get as much done as I can, then I'll move to the next thing."   Oftentimes, a task will take as much or as little time as we can give it.
12. Listen to the voices.
    I'm not necessarily talking about the ones in your head.  But there are voices out there that can speak wisdom into your schedule and help you stay on track.  Find someone that can serve as a productivity coach or someone to keep you accountable.  Share with your priorities with a close friend and listen to their feedback.  Have someone come in and evaluate your workspace to help you get the most out of it.  In other words, don't go at this thing all by yourself.
13. Perfection is a PIPE dream.
    Staying organized is a topic that will continue to sell millions of books for years to come.  Nobody has it down pat.  No one can predict the interuptions, the crisis, or the exhaustion that comes from trying to keep pace (or keep up).  Put down the organizational baseball bat that you're beating yourself up with and start small.  Victory is won by one-tossed-out-piece-of-junk-mail at a time.
14. Your best VIEW is your REVIEW.
    Take time at the end of each day, or the end of each week to look back at what you've done.  This will help you have a better idea of what you still need to do.  If you don't review, you may end up repeating yourself or spending too much time on things that aren't a priority.
15. Do something SIGNIFICANT!
    This is my favorite one...which is why I saved it for last.  If all you do is work on being better organized, you may end up with a clean desk, a great planner, a cool filing system, and a fresh stack of 3x5 cards...but you haven't done anything.  Whenever I get overly stressed and don't feel productive, I focus in on trying to do something that will make a significant impact in the life of someone else.  Whenever I can make a difference for another person, I come away with a feeling of satisfaction - like I've done my best work.  I guess what I'm trying to say is, it's good to be organized, but it's even better to be meaningful.

Comments

[tim]

I'm glad that this post is a helpful reminder. I don't think that I've created anything new here except that it helps me to write it down in my own words. That way I feel like I own the principles a little more.

Great suggestion Amanda. Sometimes it's tough to get started in the morning. But to already have a plan in place can jumpstart your productivity.

[Maria Palma]

Tim,

This is a great list and a reminder for me! I've done everything you have advised here, but sometimes I get off-track ;) However, I've never felt more productive in my whole life! Thanks!

[Chris Owen]

Tim
This so brilliantly captures the important points.
Thanks for the reminders to help me get back on track.
Don't be surprised when a trackback arrives as I'm about to go tell everyone on my blog about this great post!

[Amanda]

GREAT advice ... even the self-declared "Ms. Organization" learned a few things. I would also add at the end of each day spend 5-10 minutes preparing for the next day. It makes it much easier to begin the next days tasks.