Get Organized

by RJ on May 24, 2012

Get Organized

Do you wish you had more time in the day?

Is your desk piled high with work to do?

Are you leaving your office saying, I didn’t get to the important tasks?

Have the years passed you by and you are not where you want to be?


There are only 24 hours in a day and some of it is used sleeping, some commuting, some leisure, some working and a lot wasted. How much time do you waste? I’ll bet that you don’t know or don’t want to know. Here’s how to find out how much time you waste if you want to be honest with yourself. Here’s a hint, don’t let anyone see your new calendar.


Get an appointment book that is broken down in 10 to 15 minutes segments. You can also down load many such forms from WORD or other programs that have calendars. Keep it with you at all times. Every time you do something, jot it down. Examples are: just got a cup of coffee and talked to a colleague, just shined my shoes, went to the bathroom, made a telephone call and to whom, went to lunch, read the newspaper or a report, had a committee meeting, was thinking for 10 minutes, just sat there and daydreamed, shuffled some papers, sent an email, sent and answered a text, searched for a file, did a few personal checks that were due, made plans for dinner, called a friend to discuss golf this weekend, thought about a customers request, thought about cold calling but decided to do it later, and a hundred more just like these examples.


After tracking each minute for a week, do you see a pattern developing? Is it what you want to be doing every day? Is it getting you closer to your goal or getting you closer to accomplishing your job? Do you see where you are wasting your time? Keep this list close by and keep tracking your time until you see all the wasted time chores.


Here are some helpful hints to get you organized. First every night before you go home or schedule some free time at home when it’s quiet, prepare a daily action plan for the next day. Break it into two sections. One for work projects and one for personal projects. Before you write anything down, use these questions to prepare a prioritized daily action list to help you identify the items of importance.


  1. Of my long range and intermediate high priority goals, which should I be working on today?
  2. What projects will give me the highest return for the time invested?
  3. What projects if not performed present the greatest threat to my survival or that of my company?


You might find out that your list for personal items might exceed your work list if you don’t ask the questions above.


Now that you have a work list and a personal list for tomorrow, prioritize each item by A, B, C, and D.

A – Being vital

B – Important

C – Some value

D – Complete waste of time


Now go back and number every item on you list by A1, A2, A3, A4, B1, B2, B3, B4, C1, C2, C3, and so on. If you have a high A1 on your list like “Management report due to President today” then make an appointment on your calendar for 2 hours to get it done. Don’t let yourself get interrupted.


As you make your list it will become apparent to you that you need to sit down and make some long range and intermediate range goals for work and personal use.


Now make list, a wild list, of all the things that you want like cars, houses, vacations, boats, golf clubs, country club membership and so on. Add to this list what you would like be such as a pro golfer, a famous speaker, an artist, a race car driver, a surfer, a mountain climber and so on. Now add all the things that you would like to do such as visitChina, visit Europe, climb Mount Everest, Sail theBahamasand so on. Actually as a side note, once you visualize the things that you want to do and visit, they actually can come true. Without getting too philosophical there is a belief that once you visualize something your mind starts to find ways to accomplish these tasks. I always wanted to visit Europe andChinaso I wrote them down in my goal list and hung up some pictures in my wall. Within two years my work took me to these great locations. OK back to reality.


Start putting your A1, A2, B1, B2 etc in order. Once you have your list, start concentrating on what you can do right now and put them on your calendar. Block out some time for each item and get them accomplished. If you get to a point that you need more information or help, write down what you need and start getting that information and call the people that you need help from. Sometimes you might need extra training education or experience to accomplish some long term tasks. Put a plan together and get that accomplished also.


Are you in the right job to accomplish what you want? As an example if you are selling insurance but want to be in the art world, find a job selling art or working in an art store. If you don’t want to leave your job then take some night classes and make your love of art a hobby.


Put a plan together to get where you want to be and get what you want out of life. If you set goals and then break them down into smaller pieces that are attainable week by week, month by month, then you will get there. It’s like losing weight, a pound at a time, not 30 pounds in one week.


Get yourself organized, don’t waste time, plan your goals and objectives, put things in order and you will get what you want out of life. Good luck out there.

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