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Organizational Skills

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Thach.NP

Thach.NP


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  • 1. ORGANIZATIONAL SKILLS Created by Thach.NP – Jul 2009
  • 2.
    • Tip 1 : Decide on your goals. Make them realistic
    • Tip 2 : Start slowly, one drawer or shelf at a time
    • Tip 3 : Take break and reward yourself
    • Tip 4 : When you get tired, stop
  • 3. WHERE ARE YOU NOW? Created by Thach.NP – Jul 2009
  • 4. Where are you now ?
    • Do you feel overwhelmed by the amount of paper to deal with and work to do and don’t know where to start?
    • Do you keep stacks of old newspapers and magazines you have not read because there is something in them you need or might want to read?
  • 5. Where are you now?
    • Do you save documents because you never know when or if you might need them?
    • Do you have business cards in many different locations in or on your desk?
  • 6. Where are you now?
    • Are you unable to spread out a project in progress, or organize papers, or even work comfortably because your desk is crowded with equipment, documents, memorabilia, and pictures?
  • 7. Where are you now?
    • Do you tell people not to touch a thing on your desk because, in spite of the apparent mess, you know exactly where everything is?
    • Do you have scraps of paper or Post-it’s scattered all over the place with bits and pieces of information noted on them?
  • 8. Where are you now?
    • Do you or your staff spend time looking for misfiled, unfiled, or lost papers and documents?
    • When you are away, can an associate or co-worker find a document in your office, if they need to?
    • Do you file things and then forget where you filed them?
  • 9. 10 ORGANIZING STEPS Created by Thach.NP – Jul 2009
  • 10.
    • 1- Start with Secondary Work Areas
    • 2 - The 3 R’s : Reduce, refer and rearrange
    • 3- Put Like Things Together
    • 4 - The primary work areas : Arrange by Frequency of Use
    • 5 - Your Filing System
    • 6 - Use your desktop as a clearing house
    • 7 - Create a tracking system
    • 8 - Tie Up Loose Ends
    • 9 - Process Incoming information systemically
    • 10 - Stay on top
  • 11. 1- Start with Secondary Work Areas
    • STEP #1
      • Credenza, bookcase, work tables, etc.
      • Begin on the periphery of your work area and work inward
  • 12. 2 - The 3 R’s : Reduce, refer and rearrange
    • STEP #2
      • Figure out your criteria for what to save and what to dump
      • Handle each piece once
    • WHEN TO SAVE
      • Keep it short and simple - KISS
      • Save if it’s the only copy, if it’s required by law, or if you’ll need it again soon.
    • WHEN TO DUMP
      • If it's a duplicate.
      • If it’s outdated or no longer relevant.
      • If it doesn't add anything new.
  • 13. 2 - The 3 R’s : Reduce, refer and rearrange
    • SPEND AN HOUR!
      • Touch every piece, referring information that belongs somewhere else.
      • Put historical or sentimental items in a box for storage.
      • Organise catalogs by subject -- alphabetically. Organise meeting reports by date -- chronologically
  • 14. 3- Put Like Things Together
    • STEP #3
      • Group like things together.
      • Put loose items in binders and label the binders
    • LIKE WITH LIKE
      • Use binders with dividers.
      • Make sure you label the binders, you’ll be saving later work.
  • 15. STAY FOCUS
    • WHY WE LOSE FOCUS
      • Distraction
      • Switch from organising to doing
      • "Don't do the work the paper represents.“
    • DON’T GET DISTRACTED!
      • Set things aside for later reading or action
    • HOCUS FOCUS
      • Is it best for us to stay focused on organizing, rather than switch to doing other things?
  • 16. 4 - The primary work areas Arrange by Frequency of Use
    • STEP #4
      • Most critical area --- your primary workspace.
      • Make the things on your desk justify their position.
    • GENERAL LAYOUT
      • Check the basics first: major pieces of equipment
      • "Your desk is prime space. It's like the high-rent district.“
    • PRIME ORGANISING
      • Big picture view
      • Credenza Drawers Desktop Files
  • 17. 5 - Your Filing System
    • STEP #5
      • Sort files by frequency of use.
      • Do you use them every 3-4 weeks?
    • GO THROUGH YOUR FILES
      • Sort, consolidate, label according to broadest category
      • DON’T create a complicated system; a separate file for every document; use long file names
    • BROAD HEADINGS
      • "Find the broadest logical heading to file or to categorise something, and head the file with a noun."
      • Re-order these files alphabetically
  • 18. THREE TYPES OF FILES
    • Project files
    • Administrative files
    • Personal files
  • 19. 5 FILING PRINCIPLES
    • Use broad categories for file headings.
    • Head files with a noun and keep it simple.
    • Alphabetize.
    • File articles by subject.
    • Color code
  • 20.
    • MAINTAINING YOUR SYSTEM
      • Keep it short and simple - KISS.
      • File regularly.
      • Purge excess information periodically.
  • 21. 6 - Use your desktop as a clearing house
    • STEP #6
      • Use your desktop as a clearing house.
      • Treat your desktop as a transit station, not a destination
  • 22. 7 - Create a tracking system
    • STEP #7
      • You don’t have to leave things “out” to keep track of them.
      • Develop “destinations” for what comes across your desk.
    • REALITY CHECK
      • Compare estimated time to actual time.
  • 23. TRACKING TOOLS
    • "Out of sight is out of mind."
    • Calendar :
      • Portable or desk --- keep only one
      • Appointments, due dates, meetings.
      • Write everything down that’s firm, in pencil!
    • Daily to-do list :
      • Combine calendar with a to-do list and a project list.
      • "A to-do list is daily...filled with short, quick, easy things. A project list is all the things you want to do..."
      • Limit your to-do list to the short term and to one page
    • Project list
  • 24. 8 - Tie Up Loose Ends
    • STEP #8
      • For items that don't fit into any category, use a Personal or Pending file.
      • You don't have to make ultimate decisions, just organising decisions.
  • 25. 9 - Process Incoming information systemically
    • STEP #9
      • Process incoming information in a timely manner
      • Be systematic
    • SORTING SYSTEM
      • By Priority or by Action
      • Priority is by urgency: A, B, C
      • Action uses “like things together” rule
    • SETTING PRIORITIES
      • Is priority sorting the best way to handle incoming information?
  • 26. 10 - Stay on top
    • STEP #10
      • Stay focused on your organising, it’s worth it.
      • "Every day, no matter what, clear your desk."
  • 27. COMMIT YOURSELF!
    • Throw out or recycle as much as possible.
    • Make decisions immediately; don't shuffle papers.
    • Make notes on a calendar, project list, or to-do list only; no little pieces of paper.
  • 28. 3 MENTAL BLOCKS Created by Thach.NP – Jul 2009
  • 29.
    • Mental Block 1 : fear of dumping
    • Mental Block 2 : Fear of Becoming Rigid and Inflexible
    • Mental Block 3 : Lack of knowledge
  • 30. Mental Block 1 : Fear of Dumping
    • BLOCKS TO GETTING ORGANISED
      • Lack of time & energy
      • Steady flood of paper
      • Not knowing where to start
      • 3 Mental Blocks
    • TO THROW OR NOT TO THROW?
      • How often do you need something you've thrown out, compared to how often you've kept something you don't need?
      • Almost everything is replaceable.
  • 31.
    • MAKE A DECISION
      • Does the value of an item warrant the cost of saving it?
      • "If I throw something away, I'll need it again."
      • "The problem is we don't know how to classify it."
    • THINGS YOU HAVE TO SAVE
      • Tax information
      • Financial records
      • Find out and observe the legal restrictions and rules
      • Get rid of the rest!
  • 32. Mental Block 2 : Fear of Becoming Rigid and Inflexible
    • LOSING SPONTANEITY?
      • Neatniks = Robots?
      • Organisation actually gives you more freedom and greater mobility.
    • A MISCONCEPTION
      • Not true!
      • The object of organisation is not to become rigid.
      • Time, creativity and confidence so you can have a life!
    • NEW PRIORITIES?
      • Does getting organised require making neatness your #1 objective?
  • 33. Mental Block 3 : Lack of knowledge
    • KNOW-HOW!
      • "I didn’t know the tricks."
      • We've never been taught how to organise.
    • TECHNIQUE
      • Methods and tips.
      • Organising is literally a hands-on business, so let’s get busy!
    • NEATNESS CHROMOSOME?
      • Does disorganisation reflect a lack of knowledge more than a lack of ability?