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Organize for Effectiveness
By: Susan Kypriotakis
A key trait of successful people is effectiveness. The ability not only to set goals but to also reach them, automatically puts them on the fast track for success.
Would you like to learn how to be more effective? Would you like to be "successful" but instead find yourself running all the time but not really getting anywhere? Are you more frustrated with your ineffectiveness that satisfied by your accomplishments?
Would you like to metamorphose into a lean, mean, success-attracting machine?
When clients complain about this problem, my first question to them is this: "How organized are you?
"Organized? What does that have to do with anything?"
If that's your response, and it typically is, keep reading.
The definition of "organize" is to arrange or form into a complete and functioning whole.
The operative word there being, functioning. You are really only going to be able to function when you are organized. So, if you'd like to get organized, where do you begin?
Following is a simple 4-step process to help you get going:
1. Assess what you have to deal with
2. Clean away the clutter
3. Develop an organizing system
4. Begin taking action
For the purpose of this article we'll use your workplace as an example but you can follow similar steps at home or with hobbies or any other area of your life you need it.
Step one
Stop and take a look around, look at your desk, cubicle or office space. What do you see? Computers and e-mail have significantly cut down the amount of paperwork most people get- does your space confirm that? Or do you just have piles of paper and magazines and mail everywhere? Do you know what's in them? How quickly could you put your hands on important documents if the boss called for them? If you are always frustrated wasting more time looking for things you can't find, read on.
Warning: Things may get worse before they get better!
Step two
Immediately take the necessary steps to clear everything out. Begin by sorting the papers into three piles:
Take Action Pile, Reserve Materials and Just keep a trash bag handy for the last pile, Junk.
Be resolute in your actions- what at first may cause some trepidation and anxiety will soon turn to wonderful feelings of liberation! Trust me on that. The very action of taking action will give you a tremendous psychological boost and encouragement.
Warning: Once you are down to two piles and things are beginning to look manageable, keep going. You can celebrate later.
Step Three
Develop a practical filing system. Get a supply of hanging folders and begin filing everything from the second pile of Reserve Materials. Add papers to existing folders in your cabinet and make new folders as needed. Always keep a supply of empty folders available to continually expand your filing system and keep papers from piling up on your desk.
Once that's done, what are you left with? Only one pile! Your Take Action Pile.
What are you going to do with it? The same thing you've just done to weed through the initial clutter. Take your action pile and sort it into two piles: 1) Now and 2) Later or whatever useful titles apply.
Step Four
Sit down and develop an action plan or to do list using the papers in the remaining two piles. File the contents of the "later" pile to ensure that papers will not start piling up again on your desk. All that should be left on your desk now are the papers you will begin working on, now.
With a practical system in place you can immediately deal with papers as soon as they come in to your office. You will look at the paper and decide if you need to: 1) add an item to your action plan and file the paper for later retrieval, 2) file the paper as Reserve Material, or 3) throw it away.
Now get to your action plan. Once you begin accomplishing things and crossing items off your list, you will be thrilled with your sense of accomplishment.
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Susan Kypriotakis is an educator and a guest contributor to Lysis International, Inc. a Tampa based sales management consulting firm specializing in Sales, Marketing, and Customer Service.
Phone 813-792-8500 - E-mail: need_info@salesandmanagement.com
