Improve Your Organizational Skills At Workplace | Liya Cetiner | Skillshare

Improve Your Organizational Skills At Workplace

Liya Cetiner, NLP, Life & Business Coach

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11 Lessons (50m)
    • 1. Introduction

      1:23
    • 2. Remove the Clutter

      5:53
    • 3. Prioritize

      4:56
    • 4. Scheduling Your Time

      4:11
    • 5. To Do Lists

      4:27
    • 6. Paper and Paperless Storage

      5:28
    • 7. Organization in Your Work Area

      4:47
    • 8. Tools to Fight Procrastination

      4:24
    • 9. Organizing Your Inbox

      4:16
    • 10. Avoid The Causes of Disorganization

      4:54
    • 11. Discipline is the Key to Stay Organized

      5:16

About This Class

Welcome to the class!

My name is Liya, and all my life I have struggled with my own organizational skills, therefore attended many seminars, webinar and read plenty of books in this topic. So, in this class I would like to present to you the simplified but powerful version of that knowledge in organizational skills. 

You know, good organizational skills can prove beneficial in many areas of life, including personal and business areas. Organization can increase a person’s general productivity, project management, and can even affect his memory and retention skills.

These skills are not acquired overnight – it will take a lot of hard work and practice. But with a little guidance and the right tools, anyone can learn how to stop hunting for missing things and become better organized.

In this course you'll be able to: 

  • Download a template to organize your work.
  • Examine current habits and routines that are not organized
  • Learn to prioritize your time schedule and daily tasks
  • Learn to organize personal and work space
  • Make plans to stay organized in the future

Be sure you’ll find these simple and effective techniques easy to use and apply to your work!

Transcripts

1. Introduction: Hello and welcome to organizational skills at workplace. My name is Leah Chase Dinner, and I'm happy to see you on board in this course I would like to share with you my knowledge in organizational skills as good organizational skills can prove beneficial in many areas off life, including personal and business areas. Organization can increase a person's general productivity project management and can even affect his memory and retention skills. These skills are not acquired overnight. It will take a lot of hard work and practice. But with a little guidance and the right tools, anyone can learn how to stop hunting for missing things and become better organized. So in these course, who will examine current habits and routines that are not organized? Learn to prioritize your time schedule and daily tasks determine ways off story information and supplies. Learn to organize personal and workspace. Learn to resist procrastination, make plants to stay organized in the future. I'm a business coach myself, and time management wasn't working for me until I discovered my own method of organizing my work. So I hope you will enjoy the course, and I wish you a happy learning 2. Remove the Clutter: removed the clatter. One of the hardest part about getting organized is getting rid of the things that cause destructions and take up space. When you find yourself among the stacks and piles off stuff and items, it can seem overwhelming. But by taking it one step at a time and remembering to breathe, you can begin to declare to your life and start on the path to successful organization. So just do it. Sometimes we can feel overwhelmed about taking on the task off, removing our clatter, and tend to make excuses as to why it doesn't get done. We can claim that we don't have the time or that there is too much to do at once. But as Nike says, we have to just do it on. We have to throw away our excuses and dive in. So make a plan on how you can get started, such as making a cleaning calendar or choosing an area to start on. Stick with your plan until the job is complete on. Don't let the same excuses hinder your success. Here are some helpful tips. Make a calendar with time to clean. Divide the areas that need to be conquered. Make a list of tasks. Decide where items go beforehand. Remember, you don't have to keep everything you know who you are, the person that exclaims. I have to keep this because I might need it later. In reality, we can threw away over half of our safe to documents or items without feeling a sense off withdrawal or consequence. The decision to keep everything can drive us to make inappropriate choices with organization and contributes to more clatter. We can break that kind of thinking by examining what we are holding on to and by realizing we can't leave by with the what ifs. So go through your clout and clarify how it is useful to you right now and get rid off anything that doesn't have a clear purpose. Once you have removed the items you don't need or haven't used, you are no longer wasting time on useless clutter but are developing better organization for the things you did keep. So ask yourself, am I going to use the's in the near future? When was the last time I needed these? If I keep this, what is it organized into next? Think about three boxes. Keep donate and trash. The most common approach to clearing out clutter is to use this three boxes method. This method forces a decision to be made about each item you touch as you go through your clatter. You don't get to put it aside or come back to it later. Pick up an item one at a time and think about which books it should go in. Try not to release the item until a decision is made, so books one is items to keep. This box is for items you would like to keep in your area, or maybe even put away for safekeeping, such as hair looms or special gift. So this is not to be confused with the things I might need. Later type of thinking in this box on Lee. Keep items that have value and meaning to you books. Two items to donate these books is for items that you realize you no longer need or want. Items in this box can be donated or sold at a rummage sale, just as long as it leaves the clatter. Books. Three. Trash This box is for things that you don't need or want. Andi cannot be donated or given away. This often includes old papers or documents, male or broken items. Once this box is full or complete, remove it from the area right away. And don't give it a second look next, a place for everything and everything in its place. One factor that contribute to our clatter is where we decide to keep it or let it lay. When something is not in its proper place, everything else can seem chaotic and disorganized. While we're thinking about where things need to go, think about what the item or items are and where it would be by suited. This may require you to refresh your mind and search your office over for every available open space that can be used. But no matter the amount off stuff you plan to keep once it is found its proper place in your office, it won't stay in the way off. You're becoming more organized, so ask yourself, what do I need to put here or there? Where would this be? By suited, Will it be in my way? Will contribute to clock to there. Now let's look at this case study. Stacy decided she would spend her Saturday afternoon, cleaning out the clock turn that has built up in the family. Done, she knew she had put off for too long on, decided this would be the best time. She took her three boxes marked Keep to Nate and Trash, and began picking up items one by one as she picked up old papers and broken toys. She knew it was an easy decision to throw these things away. But then Stacy started to find old keepsakes on laying around, including her Children's old clothing and photo albums. Her immediate thought was to put them away until she remembered that it isn't necessary to keep everything on that She can and will have to part with something. By the end of the afternoon, Stacy had managed feel a donation box with items she knew she no longer needed or wanted. She also threw away several boxes off garbage. When she was left with just the items she wanted to keep, she had no trouble organizing everything, finding a permanent place for it all. That off course doesn't include the floor 3. Prioritize: prioritize organization doesn't only refer to our physical items and physical possessions. It can also include organizing our time and activities. Taking time to label what we want and what we need to accomplish allows us to sort through everything on our plate and find out how to tackle it. Write it down When organizing your priorities. It is important to write them all down and make yourself some sort of mustard least because it helps you remember everything you want to accomplish or complete later. This least gives you a visual aid to use when making organisational decisions. You don't have to lease the items in any particular order, but just least anything that comes to mind. Once you feel you have completed the least for now, then you can go back and assign their priority order. Common code, such as ABC or 123 can be used to determine each listing. Priority on how you will proceed with each one use urgent, important metrics. Sometimes we confuse our urgent priorities with our important ones, which can cause us to be confused about what to take care of First, The urgent, important metrics is a tool that we can use to think about our priorities and how we handle them. Before we can use the metrics, we must write down everything we want to accomplish in a certain period of time, such as daily, weekly or even further, and assign their priority in which we want to get them done. The matrix is divided into four quadrants, each ranging in importance, and allows for activities and projects to be plotted in each one based on their need. Using the least you created you with blood each job in the corresponding quadrant. After all of the tasks have been bloated, we can see how urgent or important they are to us. This leads us to make better choices regarding our time management and overall organization . There are many versions off the urgent, important matrix and that can be used for various things. We've included a common version that can be used with everyday activities for these exercise. These are divide tasks. Now that you've made at least and categorized all of the things you want to accomplish, it can seem overwhelming or even intimidating to get started. But by dividing your tasks into smaller groups, off things to do we can feel more empowered to get them done. Tasks can be divided anyway. That is convenient, such as things to do for one particular project or maybe even things to do that involve going through papers. The key is to find what combination works for you. Here are some helpful tips. Soar tests by each specific project. Decide what tasks can be done. The fastest. Determine what tasks will need more time. And finally, let's look at 80 20 rule. Simply put, the 80 20 rule emphasizes the need to focus on what is important to us and disregarding the rest. In most cases, 20% off things are important to ask, while the other 80% is usually trivial. If they're 20% is handled first and focused upon the remaining 80% particularly takes care of itself. For example, using the 80 20 rule, you can sit down with you daily to do least and identify the top three or four projects of tusks that need to be done there. 20% then outlined the less important or mundane things that can be done next or even at a later time. The 80% by focusing on what is the most important urgent? First, we are more focused and ready to tackle them. Once they are completed, the rest of the tasks seem less daunting and can be done with ease. The 80 20 rule is about being organized while doing what you want in your everyday life and not just more organizing. So now let's look at this case study. Joseph wants to become more organized and realize he has some free time to do it. When he looked around at what needed to be done, he began to feel overwhelmed and discouraged. But he sat down and wrote at least off everything he wanted to accomplish. Once he had a long list, he decided to mark which ones had higher priority than others. Still feeling swamped, Joseph went over the least again and divided them by the different projects he was working on and what would need to be done in each one. Finally, he marked which tusks. He wanted to take care off first and ranked highest to him and put the rest of them aside. Now that Joseph had lined out what he wanted to do and in what order he was ready to tackle his least off jobs and get organized 4. Scheduling Your Time: scheduling your time. Your time is valuable, so you should treat it that way. Your schedule can get busy, and sometimes it can seem like there are not enough hours in the day. But when that happens, we just need to take a step back and manage our time effectively. When we schedule our time and resources in a way that benefits us and aids us in becoming better organized, there is nothing we can't accomplish, so you should have a master calendar. It can seem like a good idea to have several calendars for every area off life, but when you use more than one at a time, it's easy to get them confused. With multiple calendars, you can run the risk off double booking events or miss important appointments. Instead, get one calendar and put it somewhere. You can see it every day, such as on the refrigerator or hanging by the front door, right, all of your personal and work reminders on it, including deadline dates, appointments, events and reminders. When you use one calendar for everything you do, you are not on Lee able to manage your time better, but you can get rid off the paper reminders you have posted everywhere. Next, let's talk about setting deadlines When scheduling our time. Deadlines provide a sense of structure and balance for us. While every person response to deadlines differently, they are a key tool to better time management. By setting deadlines, you are putting a concrete need in your scandal, and it helps prevent it from being forgotten or lost in the near future. They give us a sense off accountability. When it comes to things, we either words or need to get done. So whether you write them on a calendar off, program them into a mobile device. The next time you plan to do something, set yourself a deadline first and stick to it. You will find that when you take the time to schedule them, you'll make time for other things. Now let's look at these tapes When setting deadlines, keep your deadlines in arm's reach. Write them down where you will see them set periodic reminders. Give yourself reminders that a deadline approaches Parcher. Actual deadline a little. Give yourself some extra wiggle room. We move on. Limit the time wasters. The time waster is something that can destruct you or take away from the task at Hunt, they can a cure it home or at work. Removing or even limiting some of these wasters can improve your concentration on help you stay focused on what you want or need to do. They can include personal time wasters such as checking message or stopping to talk, or can even be a simple as wasting extra time to go Look for that extra file. Give yourself a set time that you will not let things destruct you or take away from your current duty. You will be amazed how taking these small steps will improve your time management. Some common time wasters and destructions. Excessively checking email, text or phone messages. Boredom and day dreams. Extra time spent away from your work area. Extra time spent looking for things. Taking on extra projects. Next, coping with things outside of your control. There are many things in life that we cannot control, such as an illness, rude or mean people on, especially the weather. But we learned to cope with them every day and adopt ourselves to them. You can control how you react to certain circumstances and setbacks when we're faced with something we realize we cannot change or control. The key to dealing with it is first accepted. Once you have accepted that you cannot change the fact that it rained on your moving day or that someone almost rare entered you in traffic, we can learn to cope with them by remembering what we can control You can control, but alternative plan you have for moving day, and you can control how you can choose to respond to the root driver. Focusing on what you can control rather than what you can't will help you feel more empowered and less likely to let other obstacles overcome you. 5. To Do Lists: to do lists, since we can often feel overwhelmed by the amount off work we need to do one off. The easiest ways to do things is to create to do lists you don't have to use a typical to do lease, just as long as you can manage the tasks you have written down and prioritize them is needed. So we recommend you to use a day planner. A day planner is a great tool to help you manage your time and stay on top of projects and drop lists. It's handed to carry with you and keep within arm's reach when making your central to do least your day planner can be used for keeping all of your reminders and nose in one place , which can make it your central source. For your information, the key is to update it regularly on to use it every day. Here are some tapes for having a day planner. Put contact information in the front of it, updated regularly and reference it every day. Utilize the notes section. Next, finish what you start When we complete a task or project, we get a sense of completion and accomplishments, which can make us feel great about ourselves. But when we drop a project or fail to complete it, it can make us feel depressed and bleak. Completing something that you've taken the effort to start also helps you to become more productive and ensures that things are done on time no matter whether it is your deadline or someone else is. Also when you complete something all the way through the first time, it saves you from having to come back later and try to finish it down. Focus on the important. By now you're keeping several to do lists and endless Talese in your heart or even writing some dumb. Even though you've established a projects priority, sometimes we can lose sight off the big picture and will stray from the main path. It is essential to keep focused on the important aspects off your to do least whether it's finishing something on time or making sure you get the right data for the report. If you come across a task that does not coordinate with you larger goals, put it aside for now and keep focus on what you need to do to get your things done. If you have to limit yourself to a few important tasks to focus on first before moving on to the rest. Recognize what tasks are important enough to focus on now on which ones can wait until a later time. Remember, anyone can make a to do list with lots off check marks and bullets, but getting the things done will seem endless. If you like focus and determination and remember to do quick tasks immediately when we make our to the least, there is normally a variety of tours and tasks to complete. Some are more important than others, and some will take more time than others were looking at your least. Make note of things you can do quickly and wouldn't take up much of your time. Do these tests right away so that you can quickly cross them off of your to do least on Give yourself a pat on the back. When you finish these tasks quickly and do them right away, it leaves more room for you to focus on more complicated or lengthy tasks and projects. Here are some sample quick tasks feeling paperwork, posting reminders and notices sending follow up emails. And now let's look at this case study. David is reviewing his schedule lately and realized he has been missing several important appointments and meetings while also not accomplishing anything on his to do list. He thought about what he could do to help improve his productivity and memory skills. The first thing he did was to buy a calendar for his house and a small day planner to carry with him. He went through his weekly and monthly schedule and wrote down everything that needed to be remembered. He made a list of projects he hot recently started but never finished and made a plan on how to complete them so that they wouldn't linger on his least any longer. When he made his to do least for his home, he marked three things that needed to be done urgently. David then marked the top four tasks that he could do right away on decided to tackle those first. Now that he had his tasks and projects organized, David felt like he had a better handle. All his schedule and time 6. Paper and Paperless Storage: paper and people a storage. We'll have those pieces of paper we keep around us, whether it's old receipts, invoices, cars or old letters on the other side of the coin were living in the paper less age where everything is done electronically, including utility bills and notifications. Luckily, we don't have to choose between one and the other. A paper and people of storage systems can work for anyone as long as they work together to keep things organized. So find a system that works for you when deciding whether or not to go paperless. We have to decide what would work best for our situations. Many of us function well with physical pieces of paper in some sort of violent system. Others of US work better in the electronic filing system and keep paperless files on a computer or a portable device. Paper storage systems allow us to keep various paper documents in files for easy access and reference, and can provide a firm reference if needed to present a hard copy. However, a paperless system allows you to free up more space while managing to keep documents for a longer period of time. So in order to decide what works for you. Examine how you store your valuable information. Ask yourself some of the following questions to help decide what system works for you. Where do I keep my information? Do I keep physical things or electronic versions? If I stole paper less to why half the excess then make it consistent. Which ever storage system you choose, or whether you decide to use both. Keep your methods consistent. If you decide to choose one method over the other, be sure to stick with this message for all of your papers or files. Keep them in one central location so that they are easily accessible. If you decide to use a combination off these methods, keep your paper files and electronic files consistent with matching names for paper folders and the ones on your computer. If file names are different and do not share a key name, documents could be lost or placed in the wrong folder or file. The system you choose to use should help boost your organization, not complicated and make it time sensitive. Every piece of information in storage is connected to some sort of timeline, such as a printed eight times or schedules. When we store these items and keep them out of sight, we can often forget what they are for and possibly miss important deadlines to avoid misplacing or forgetting This time, sensitive materials make a method of organization time sensitive as well. Great beans or folders with dates and reminders on them make different categories for them , such as personal bills, work projects or jobs, to help remind you off their shelf life. By keeping these documents, Hyundai or in market computer files, we can keep track of processing time sensitive information without slating the deadlines or due dates. Sleep through our fingers. Here are some tips for organizing time sensitive information Mark folders, beans, files with dates or date ranges Highlight or emphasize deadlines on each material. Once something has passed a deadline or due date, refile it to another folder. Next. Setting up archives Now that you've sorted all your files and folders and decided what you need to keep all threw away. The next step is set up various archives for documents that you need to keep for future use but won't necessarily need every day. Establish a reference system that works for you and can be easily sorted through later when you need to find something. If you're keeping physical fouls, keep them in a folder or being that is not in your dynamic work area. Put it away in the back of a drawer or on a higher shelf than everything else. If you decide to keep digital files, keep all documents in archives folders and relegate them to another computer. If possible, don't keep them on the desktop. Along with things you use every day, however, you decide to story materials. Setting up archives will help you keep track off files you need to hang onto while keeping them out of your everyday workspace. Now let's look at this case study. Rhonda is going through her office and wanted to organize her amounts off papers. She realized she needed a better waiters to everything she needed to keep. First, she decided that she could scan and copy several offer documents files onto her computer for easy storage. That way she didn't need to keep the hard copy. But for her special documents, such as various manuals like employees policy and procedure manuals, she realized she needed to keep the physical copy for future reference. So she devoted a file system for her paper storage and her paper, a storage that worked best for her everyday use. Lastly, she set aside a special folder for her older and less important documents to archive. She put them in the back off the bottom drawer off her filing cabinet so that they would be out of her way while she was working, but she could reach them quickly if she needed to. 7. Organization in Your Work Area: organization in your work area. Organization at work is a great tool to help us increase our productivity and keep our task and projects in order. However, becoming better organized means more than just keeping your pants and pencils in the right Drona. It's more important to develop good organizing habits and valuable techniques that will keep you on the right track in whatever you have to do it work. So consider keeping items within arm's reach. We waste so much time having to go out off our way to go and get a certain file or to stand by the copier. Generally, if you have to leave your workspace to get something, you can become distracted or lose focus, which can interfere with your work and your level of productivity. So when you get to work each day before you do anything else, reorganize your area so you have immediate access to everything such as your computer supplies and even files and folders. Taking time to do this at the beginning off the day will not only better organize your work space, but it will save so much time that could have been wasted throughout the day. Onley have current projects on your desk. You may have a variety of stocks off papers and projects on your desk, but the key is in knowing what is in them. Keep your desk more organized by only keeping projects that you are currently working with in your work area. Projects that you have finished should be filed away in the appropriate place, while projects that you haven't yet started should not be in the work area until you do. Having thes protects insight with your current projects can cause confusion and a lack of focus on unimportant details. Stay focused on current projects by keeping them on your immediate desk area and don't allow anything else to encroach. Here are some questions to ask yourself when keeping projects on your desk. When does this need to be finished? Is it something that can be completed later? Has this already been completed? Next? Arranging your drawers When you are organizing your different drawers at work, think about how each one functions in your every day routine. What purpose do your desk drawer serve? How often do you use your filing cabinets, drawers, drawers that are within arm's reach, such as your desk drawers should house items that you use often but don't necessarily need . Every day. You want to ensure you have access to everything without a heat. While lots letting things Kalata your desk workspace. Keep your filing cabinet drawers organized by a certain filing system, Whether it is by color labels or alphabetical sorting, however, you decide to arrange and organize you off his drawers. Be sure to find a method that works for you on will help increase your ease with finding anything you may need. Next organized to match your workflow every day you face a variety of tasks or projects to complete, so plan your day accordingly on plan What you will need to have in order to complete these tasks. If you know you will not need your computer, arrange your workspace to utilize the areas around and don't bother with turning it on. If you know you will need to cope, Ear or Scannell Day organized the supplies and space. You will need to accompany that when you organize your work area too much your current workflow less time is wasted trying to move between different areas or sites, step certain supplies and will increase your productivity throughout the day. Tapes To help organize with your workflow, decide what tools you will need for the day. The German if additional supplies are needed, focus on that project or set off tasks for the day. Don't try to mix in other things. Next, let's look at this case study. Sharon was assigned to work on a company slight representation for the next week in his office. When he came to work, he decided he would need to reorganize his office in order to help him work better and complete the project on time. First, he removed all of his other projects off off his desk, since he wouldn't need to work on them. Then he went through his desk drawers and file cabinet to make sure he not only had the supplies he needed, but that they were easily accessible to him at old times. Finally, when he sat down at his desk to work, he moved in. They rearranged everything he would need to be in Arm Street so he wouldn't have to get back up to find something. Now that everything was arranged. Parents office space was organized to his workflow, and now he knew he could complete any project without any problems. 8. Tools to Fight Procrastination: tools to fight procrastination. Procrastination is one of the leading causes off this organization. As we've seen before, we can often make excuses to do it later and find various reasons why something can be put off until later. But once we've compiled our giant to do least on, have decided what tasks should be done first, our next step or stay steps is to fight against procrastination and just do them with the right tools on good habits. You'll be able to say goodbye to procrastination sooner rather than later. So it that frog, as Mark Twain says, It's a life rock every morning, and nothing worse will happen to you the rest of the day. We all have that task we dread doing, whether it's at home, doing the dishes or at work. Sending our email reports. Our normal plan of action is to put it off while completing various other tasks. Then, when it's time to complete this unpleasant task, we either find a way to put it off or don't tackle it with full force. But it that frog is a concept that says we should eat the frog first or rather do our least favorite tasks first on fully complete them before moving on to another project. When this job is out of the way, we spent the rest of our time completing more favorable tasks and reveal you knowing that you don't have to return to the 1st 1 So here are they. Eat that frog. Guideline number one, the frog. Identify your most important task First. Second, complete this task first before you move on to anything else and three ate the frog. Continue with this task until it is completed. Remove distractions even after you have set your mind to completing a task and checking it off off your to the least. The smallest destruction can make you lose focus and stop working. They can secure at home or at work, and often times we do not even register them as a destruction. When you are preparing to start a project or task, look around and evaluate what is in the area that could distract you. Turn off personal cell phones or devices, or put a sign on your door asking for silence and to not disturb ensure everything you will need is organized with the workflow to reduce the need to get up and leave your area. When we eliminate these distractions that can make us lose our focus. We will see an increase in production on spend less time trying to complete the same project. And, of course, give yourself a reward. Rewards are a great way to keep ourselves motivated. After all, who doesn't want to earn a little treat after a job well done? The key is to only reward the good behavior, such as finishing a small task or completely whole project. If we jump to the reward too soon, we are only rewarding our negative behavior and are not helping to reduce procrastination. Start with small rewards when working on something such as taking a break or getting something to snack on. We can reward ourselves with a bigger price when the entire job is finished, such as going out with friends or doing something fun that we enjoy more. And here are some tips on Lee. Give the words for work done, not work promised. Start with small rewards before working up to big ones. Keep a visual reminder off what you've accomplished Next. Break up large tasks. Sometimes we think we have less to do because we have fewer items on our lists only to realize they are larger than we realize, and that could become overwhelming. When we feel defeated by these larger tasks, they can lead to further procrastination. Instead, take this one large task and break it into smaller, more manageable tasks that can be completed more easily. If you have a 20 page slideshow due at work, break the project into separate page tasks, completing one or two at the time until it's all completed. If you have decided to clean out your entire garish start by retrieving all of your donated items or clearing out trash items when one task is done, you can move on to the next one until the entire job is done off course. Don't forget to take breaks and stop to evaluate your progress. 9. Organizing Your Inbox: organizing your in box. If your email inboxes clattered or unorganized, it can make it difficult to find the email a message you need or notice when you have a new one waiting. Many email systems have tools you can use to help sort and organize emails and appointments in order to go through them easier. When your emails are in order, you better able to stay on top off your incoming an outgoing mail on all this half the information you may need. So let's start with setting delivery rules. Many email systems now allow you to create rules that you can apply to email. Being delivered to your inbox on it can help you better sort and organize the messages. These rules use filters that you truce and will either flag or highlight email for you or a wrote it. Another folder for your easy access. For example, any email from your managers Imam address can be highlighted in yellow for immediate attention. Or if you have been speaking with a friend about adopting their new kitten, any email with the word kitten can be rerouted to a folder with her name on it. These filters and rules can help you reorganize your long list off emails and messages into appropriate folders and sections to help you access your information faster and with more ease. Now let's talk about folder and message hierarchy to better organize email messages. A good folder structure should be in place and ready to use. Once thes are established, a folder and message hierarchy system can be put into place. This hierarchy system allows you to sort folders and messages by priority or importance, and can be done in several different ways, such as using a color coat or reallocating item to the top of the inbox for better viewing . Establishing hierarchy among you. Many emails will help you identify the most important messages first and reduces the risk off your skimming ovary to read and handle something less urgent. Here are some tips to consider when establishing inbox hierarchy Center off the message. Urgent topic subjects, upcoming deadlines or projects? No, you should deal with email right away. Your inbox is not meant to be a storage area for your messages. When you receive an email, you don't necessarily have to respond to it right away. But the message should be filed away to an appropriate location to retrieve later if it needs to be handled at the end of the week. Violet, another folder that can be re opened later if the email needs to be addressed by someone else, forward to the appropriate party and remove from your inbox. Taking a few more minutes to deal with the email once you open, it will not only save you time in the long run, but it will help keep better. Track off emails that require your attention and which ones do not. So ask yourself these questions when handling your emails. Does this email need immediate action? If not, when does it need to be addressed? Will you need this information at a later date? Does this email pertain to me or my department next flak and highlight important items? Important emails should not be forgotten or lost, so you can assign this email AFLAC, or even highlight them in a different color to call attention to them in your inbox or sub folders. Flags can be used to remind you often upcoming event or project, including meeting or deadlines. Various types or flag categories can be set up, so you can flag some message for a follow up, while some can be flagged as an appointment reminder. If you don't want to individually flak every message. Highlights can also be set up to highlight messages from certain center, or that can contain keywords such as meeting or appointment. For instance, all emails from your balls can be highlighted in red for urgency, but emails from your best friend can be colored in blue for a later time. Blacks and highlights can be used individually if Desire Tour can be used together, toe work in sync and organize your growing in box. 10. Avoid The Causes of Disorganization: avoid the courses off this organization. Sometimes getting organized means more than just making sure everything has a place or that we check off our to do list. Oftentimes, becoming organized is mainly about avoiding the things that can cause us to become disorganized, especially after we have already started the process off changing our ways, keeping everything. We are all guilty off trying to give things that we don't necessarily need. It's usually contributed to the thought off. Well, I might need it one day when we keep old or expired items and paperwork. We don't realize that these can actually contribute to further this organization rather than helping us in there future. So avoid building up the clatter. Also loners holding by examining what you're trying to hold on to on to pinpoint its purpose in your office area if it doesn't serve and immediate purpose threw it out. So how do you determine if it needs to be kept? When was the last time I used a needed thes? What purpose does this serve me? If I get rid off these, what will happen? Will I need this in the near future? If I get rid of these can I associate later somewhere else, maybe by having online or office copy. Now let's talk about not being consistent. Reputation is the key to learning, and these repeated and consistent behaviors are the key to developing good habits. When in the process of getting organized, we set ourselves to do least and actions that we take to keep ourselves organized when we become inconsistent, such as forgetting to turn off our cell phone before starting a project or just throwing their open to male on our desk one morning, we're living room to become disorganized again. Off to one sleep. It becomes easier to forget what we have learned and begin to fall into our normal Pete off excuses or procrastination. Once we have established good organizational habits, it is important to stick to them and be consistent in our actions, not following s kettle. For many people, not sticking to some sort of routine or schedule can cause them to become disorganized and procrastinate. Ask yourself why you need to follow a schedule and what is that schedule meant to help you accomplish s Cato can be simple and flexible, such as creating yourself to do least and sticking to it or Skittles can be more definite and set, such as outlining specific tasks and timelines. While schedules are not set in stone, they are supposed to provide a sense of structure when completing tasks, projects and activities. If schedules are ignored or forgotten altogether, it can lay to waste the time management or prolonged duties. Next, bad habits being organized is all about creating good habits that we can stick to in the long run. Unfortunately, we all have bad habits that can steer us away from getting on the right path habits such as leaving unused supplies on our desktop for later or keeping every employer newsletter you received to go through. These are classified as bad habits. Sometimes we do not even recognize when we have developed a bad habit that is keeping us from becoming more organized. Take a look at some of your everyday actions and determine if you have or are developing about habit that keeps you disorganized at home or at work. Once we discovered the problem, we can work to correct our habits and change them for the better. Here are some characteristics of a bad habit doesn't offer an immediate benefit creates more work to do later doesn't make us feel more confident, contributes to procrastination or this organization. Now let's look at this case study. Roberta decided to go and see her friend Charles at his office When she walked inside. She was amazed at the masses office was in and how this organized everything. Waas. She asked how his office got this way, and he exclaimed that there wasn't a problem with it. You are so disorganized. I'll bet you don't get three off anything and try to keep everything, Roberta said on Lee. The things I think I need. Later, he answered. Besides, I started a new organization routine, but I haven't been able to do it every day. Roberta explained how keeping everything and not sticking with a routine can cause further this organization. She offered to help him develop a plan to keep the bad habits and work on developing newer , better habits to get organized. Once you form better, more healthful habits, you will be more organized in no time, Roberta set 11. Discipline is the Key to Stay Organized: discipline is the key to stay Organized organization doesn't happen overnight, and it is not an easy destination to get to. As we've said before, it takes hard work, discipline and lots of good habits to keep on the path off good organization. This is why the process can seem overwhelming at first and seemed like a real challenge. But it doesn't have to be impossible. With some of the following tips and techniques, We can feel more empowered to stay disciplined in your organization, so stay within your systems. When we set our minds to become more organized. The first step is finding the right system that will help you reach that goal. Once you find one of the system that works for you, the key is to keeping up the momentum. To maintain that system over time, it is normal to need to evaluate or two week a system in some way develop a more updated system periodically based on your changing priorities, needs and to do lists when organizing your home or office, stay within the system that you've adopted so that euro teens and actions are consistent and work together. Learn to say no. Oftentimes we can become disorganized by taking on too many projects or activities which can take a toll on our time management. It is important to learn they need to say no when asked to help with a request. Well, you may feel the need or desire to help everyone that you can realize that you can best serve others by sticking with the areas in which you have the most to offer on can do the most good if you overextended yourself and your skills. Not only do many people miss out on the great things you have to offer, but it keeps you from feeling more confident and organized in your life. So here are some paw phrases to say No, no, thank you. Sorry. But I'm already committed to another project. That area is not one off my strengths. Thank you, but I'm needed for project assignment right now. Have organization be part off your life organization doesn't happen every once in a while or when the occasion arises. It is something that is continued and carried out each day in order to stay organized Over time, we must make organization part of our everyday life organization is in everything we do from daily activities, such as sorting out documents to more long term activities, such as reorganizing the department when we practiced thes good habits and helpful tips. Every day we are making organization and regular thing in our lives and letting it help us build a better future for ourselves. Don't wait for things or tusks to clutter up your life before you decide it is time to get organized again. So plan for tomorrow. Today. If you're waiting for the beginning off the following day to start the organization plan, chances are you are already had a disorganization start today and make a plan for what you want to do in your life, including on a daily, weekly, monthly and even a yearly basis. When you determine what you want, such as becoming more organized, you can make plants today to reach those goals in the future, make a to do list and plan a time to tackle it. Instead of waiting for the urge to do it comes along. Make plans on how to motivate yourself to keep going and plan rewards for productive behaviors. Set deadlines for yourself and stick to them when we plan ahead and manage your time effectively, the stress and anxiety off becoming more organized, with few much lighter and a lot less like a tour. So here are some tips for you. Make short and long term to do lists. Plan ways to execute each least. Find ways to keep yourself motivated to stay on task. Don't forget to plan deadlines or plant to meet those already in place. Now let's look at this case study. I finally did it, exclaimed Joshua. Joshua had finally organized his office in preparation off, starting on a new client account in a few weeks. He knew he would need a clean and organized office toe work in, so he realized he needed to take care of it sooner rather than later. Once it was ready, he made a daily and weekly to do list that he must do in order to keep it organized, such as arranging his desk area and putting away any tools or supplies he used. He decided to stay with his current systems for several weeks or several meetings or projects and then see how they worked in his favor. Then he would see if anything needed to be changed or altered. As he was finishing up, Joshua received a call from his friend Cory, asking if he wanted to help him paint his garish this weekend. No, thanks, Joe Shaw said. I've got to get my office and myself in order if I'm going to be ready to take on this account on time.