Getting Organised: Your #1 Guide to Improving Workplace Efficiency

Call to Order

There are many essential skills that employers are looking for: communication, time management, tech literacy, problem-solving … the list goes on.

One of the most important is possessing exceptional organisational skills. After all, in a fast-paced world where keeping on top of your duties at work should be your primary concern, you need to prioritise important tasks, be able to delegate, be punctual and plan ahead in order to meet deadlines. As such, businesses and companies need employees like you to help them achieve their goals and maintain an efficient workflow.

There are many types of organisational skills you can develop. These can range from the physical (documentation, orderliness, etc) to the mental (strategic thinking, decision-making, etc). But how does one actually go about developing and/or nurturing these skills?

The Solutions

To enhance your organisational skills and leverage them effectively in the workplace, consider implementing one or more of the following suggestions:

1. Declutter Your Workspace

A clean, organised mind starts with a clean, organised workspace. Whether you’re working at the office or from home, keeping your environment tidy can significantly impact your productivity and focus.

Dedicate some time each week to declutter your desk, organise digital files and remove distractions. Consider using organisers or storage solutions to keep everything in its designated place.

2. Create a To-Do List

One of the best ways to stay organised is to create a daily or weekly to-do list. This way, you can prioritise tasks (more on this later!), allocate specific chunks of time for different assignments throughout your day, schedule meetings, make time for breaks and set aside time for personal, after-work activities to maintain a balanced lifestyle.

Use a daily planner or a calendar app to help you stay on track; review and adjust your to-do list on a regular basis, adding new tasks and marking off completed ones.

3. Set Your Priorities

As your workload increases, it’s crucial to prioritise it effectively. By doing so, you can focus on tasks that need more time and attention.

There are different methods you can use. For example, the Eisenhower Matrix helps you divide tasks into four categories based on urgency and importance. Important tasks fall under “Do” (if urgent) or “Schedule” (if they’re not too urgent); unimportant tasks fall under “Delegate” (slightly urgent, but someone else can complete it on your behalf) or “Delete” (not urgent at all).

Another technique you can try is the ABCDE method. Here, you divide tasks into the following categories: A (Very important), B (Important), C (Good to do), D (Delegate) and E (Eliminate).

4. Practise Delegation

Speaking of delegation, learning to delegate tasks appropriately is a key aspect of maintaining an organised workflow.

Identify tasks that can be delegated to colleagues or outsourced to third parties, considering their skills and availability. When assigning these tasks, be clear about your expectations and the desired outcomes. Don’t forget to communicate the deadline, and make sure to check in regularly to monitor their progress and offer support if any issues arise.

Delegation not only reduces your workload, but it also helps empower others and fosters a collaborative environment.

5. Set Specific Goals

Setting clear, achievable goals is essential for effective organisation and keeping you motivated.

For example, you have been assigned a project that needs to be completed in a month’s time. Start by defining short-term and long-term goals related to that project. Break these goals down into smaller, manageable tasks, and create a timeline for when you intend to accomplish them, eg. conducting planning and researching in the first week, creating a first draft in the second week, and so on.

This not only helps you stay organised, but it also helps you maintain focus and allows for measurable progress.

6. Use Technology Wisely

In today’s tech-savvy world, there are a myriad of digital apps and tools available that can enhance your organisational skills, streamline your workflow and improve your ability to stay on top of tasks.

For example, project management software like Trello or Monday.com can help you keep track of team projects, deadlines and individual responsibilities. Additionally, apps such as Slack or Microsoft Teams facilitate real-time communication among team members, making it easier to share project updates, access files and brainstorm ideas.

7. Continuous Reflection

Consistently set aside time to assess the effectiveness of your organisational strategies. Consider what is working and what isn’t, and be open to modifying your approaches when necessary.

For example, if you are constantly facing challenges in meeting deadlines, take time to evaluate your project management tools. Ask yourself questions such as “Do I have realistic timelines in place?”, “Are these tools meeting my needs?” or “Are urgent tasks overshadowing important long-term goals?”

By regularly reviewing your organisation strategies, you can improve your overall efficiency, adaptability and productivity.

Organised for Success!

If you implement these suggestions, you will see a significant enhancement in your organisational skills. It will take time and practice, but the rewards – greater productivity, reduced stress and improved quality in your professional life – are well worth the effort. Good luck!