Getting Organized by Alexander Hiam

A 2006 Office Depot survey of more than 1,500 workplace respondents revealed that the number one concern is to "get more organized." In fact, this was also the most popular business resolution for 2005 (51% of respondents chose it).

If you look at the top five workplace New Year's resolutions, all are relevant to the challenge of getting organized:

• Get more organized
• Manage my day more effectively
• Spend more time with my family
• Find ways to respond to colleagues/clients in a more timely manner
• Separate work and play

These are all aspects of the struggle to take control over our work, rather than to feel like it has control over us. Work today is characterized by three factors that make it challenging to feel organized and in control:

We are doing more with less. Everyone is working harder and being more productive than they were ten years ago.

Work is characterized by fast rates of change. Old systems do not fit our current challenges very well where we constantly shift priorities and projects.

Work is more cooperative. And the volume of communications between parties has gone up exponentially.

The old steel cabinets are not much use when you work on new projects every week and have to respond to dozen of e-mails, phone messages, memos and attend meetings.

Regaining Control of Your Time

Here are some tips for regaining control and reducing stress and distractions.

1) Prioritize

List your tasks each day, then do the most important one first, for as long as you can before other things distract you.

2) Print and File

People who depend on e-mails tend to waste time digging through their computer trying to find old messages. Print a hard copy, which is more durable and easy to access, and file it in a folder titled either by customer name, project or date. Keep the most important or urgent files within reach.

3) Clear Your Desk

If you are a piler, restrain from using your desk as a paper bin. Instead, use file drawers, hanging file organizers, letter trays or other desk accessories that keep your work space clear allowing you to feel focused and effective.

4) Plan for the Unexpected

A meeting, new project, or a client who needs your devoted attention can change your schedule. Leave some room in your day to deal with any unexpected projects that might come at the last minute. Block time in your calendar to handle any events.

5) Set Goals

What do you want to accomplish this week? This month? This semester? Four out of five people do not set work goals for themselves. Goals are the secret to feeling proactive instead of just reacting to the last request, demand, or emergency.