How to stay organized at work

It is no secret that being productive and organized at work leads to positive professional outcomes. Being organized and productive can help you feel less stress and greater satisfaction at work. Increased efficiency and better communication are just two of the positive side effects of employing organization skills in the workplace.

While you must find a system that works for you, there are some strategies that can help anyone become more organized and productive.

Here are some tips to stay organized at work:

1.) Start the day with structured 'me time'.

Go through email and social media updates that have piled up overnight and triage the backlog. Knock out quick responses and referrals, so other people can start working on tasks. Schedule the bigger tasks. And delete the stuff that is informational or not important.

2.) Use Your Time Wisely.

The importance of time management cannot be overstated. Time is the one resource that cannot be replenished, so it is best to use it wisely.

Improve your time management by setting reminders. Technology makes setting reminders easier than ever! Between phone alarms, calendar reminders, and smartwatch cues, we can effectively manage our time. In addition to this, note and prioritize your goals, eliminate distractions, and say “no” when necessary.

3.) Write it Down.

Writing notes is one of the best ways to be organized and productive. This results in an increased ability to recall what is required of you to be productive for the day.

Keep a calendar, planner, notebook, or set of post-it notes along with plenty of writing utensils in your workspace. When an important commitment is brought to your attention, you will have what you need to record it. Keep notes that are brief, detailed, and legible to help you stay organized.

4.) Work Ahead of Schedule.  

Why work up to the deadline when you can work ahead of schedule? Use this form of time management to set gradual deadlines that are at least three to five days earlier than the official deadline. This aids in being more productive and avoids last-minute communication with colleagues about tasks that require immediate attention.

If you need to respond to pending inquiries in your inbox by close of business, set your deadline just before lunch. Or, if you must submit your contribution to a team project by Friday, set your planning tools to remind you to meet gradual deadlines then aim to submit it a day early. The key to getting better at working ahead of schedule is viewing your final deadline as a last resort. Instead of working up until the very last minute, work toward an earlier deadline that gives you space to walk away from your work and return to it later to apply finishing touches.

5.) Work 'offsite' when it makes sense.

When you need to write a document or research a topic, the absence of office interruptions will improve concentration. Some companies are finding that letting employees work from home has other advantages including reduced commute time, shorter lunch times and fewer sick days.

6.) Keep a Clear Workspace.

The space in which you work affects how you work. Working in an orderly space will help you reduce distraction and keep a clear head and keep track of all your notes and calendars. You can extend this idea to your digital workspace. Just a physical files on your desk will hinder your productivity, so will stray files on your computer desktop or having tabs open that you don’t need to look at. Taking a little time each day to do some basic housekeeping will help you stay organized, productive, and on task.

7.) Customize Your Approach.

For maximum efficiency, customize your approach to work for you and the way you operate. Some people organize assignments according to the order in which they are due while others tackle tasks in order of difficulty.

To customize your approach, consider the ways you work best. Do you fare better with visuals, words, or a combination of both? Perhaps you would benefit from leaving voice notes for yourself or listening to soothing sounds while you work. You can do some trial and error and be mindful of what helps you work best.

8.) Schedule regular breaks during the day.

Running from back-to-back meetings is not productive, because you get tired and lose focus. Block off time in your calendar and take breaks. Making these breaks a routine increases predictability, creating a regular schedule to keep your mind organized. If you can afford it, take a 10- to 20-minute power nap after lunch, too.

9.) Mindset

Put yourself in a position where you can focus on doing the right task for the moment. Focus is very important in order for you to do your task efficiently.

10.) Chop up big problems into smaller chunks.

This will reduce the feeling of overload and the procrastination associated with taking on big jobs. Having a solution in hand throughout the process reduces the anxiety of tackling big jobs.

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