We’ve
all been in the situation where there’s so much to do that it’s too
overwhelming and we don’t know where to start. If you find yourself feeling
that way often, maybe it’s time to take a step back and get organized.
Step
1: Slow down
Take
a deep breath. This isn’t a problem that you can solve instantly or one that
you can power through without a plan. So, take a moment, give yourself a break,
and come up with a strategy.
Step
2: Create serenity
Tackling
any task in an uncomfortable space is tough. Look around. Is your workspace
chaotic? If so, try to make some small changes to give it a more peaceful
feel.
If
a messy space raises your blood pressure, maybe tidying up loose papers or
getting rid of yesterday’s dirty coffee mug will help. Perhaps your space needs
some personality. Splurge on a colorful desk organization set or display that
funny knick knack from your spouse that always makes you smile. Or if music
puts you in your peaceful place, play your favorite tunes in the
background.
Step
3: Organize
Know
where your things are. No one wants to watch you rustle through piles for that
one piece of paper you need. Have a designated place for frequently referenced
items. If you pass out 20 brochures a week, then have a specific area for
brochures that you can reach with your eyes closed.
Step
4: Keep a list
Do
you like post-its, apps on your phone, email to-dos, or paper lists? Choose
whatever works for you, as you can’t keep it all in your head. If you think of
a to-do, put it on your list, then take pleasure in crossing it off when it’s
complete!
Step
5: Paper or digital
Do
you need to see that pile of paper dwindling to know you are making a dent, or
feel that small sense of accomplishment when you finish a task and you can
throw your sticky note reminder away? You’re a paper person!
Or,
does the clutter of paper make your blood boil? If you prefer apps on your
phone, email reminders, and digital folders with subfolders, then go digital!
There
is no right or wrong, just what works for you. Figure out your preferences and
structure your workspace accordingly.
Step
6: Make a schedule
Look
at all of your tasks for a given day, week, and month. Rank their importance
and decide how much time you should give to each task. Then make a schedule for
your week.
For
example, as a salesperson, you need to spend at least two hours a day making
calls to potential clients. You find that from 10 am to noon is both the time
people are most likely to pick up the phone and when you’re
the most motivated to make those calls. That’s not to say you won’t deal with
an emergency that arises at during those hours, but when the crisis is averted,
you have a schedule to reference and remind you what you were doing.
Don’t
view a schedule as a rigid taskmaster that demands you complete certain things
at specific times. View it more as a guide that can gently remind your
distracted or unmotivated self of how your productive
self believes that time can be best spent.
Step
7: Don’t multitask
Multitasking
is not always successful. Work on one thing at a time. Give your attention to
the task at hand. If something else pops up in your head, make a note of it and
go back to your task at hand. Dividing your attention prevents you from truly
focusing on your work.
Step
8: Review your work
Proofread,
proofread, proofread! You must read over your work before you submit or hit
send. Does it make sense? Does it get my point across? If the work is
emotionally draining or you’ve been working while you're tired, try walking
away and returning to it a bit later. Then, read it out loud to see if it
sounds different. Don’t forget, it also never hurts to ask for a second
opinion.
It’s
human nature to get distracted, tired, or feel overwhelmed. But these steps can
help pull yourself back on track and get the most out of your workday.
Help
your clients organize their important paperwork with our Life Document
Checklist! Click below to check out our sample checklist and learn
how you could get this download customized to your brand.
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