ORGANIZATIONAL SKILLS Created by Thach.NP – Jul 2009
<ul><li>Tip 1 : Decide on your goals. Make them realistic </li></ul><ul><li>Tip 2 : Start slowly, one drawer or shelf at a...
WHERE ARE YOU NOW? Created by Thach.NP – Jul 2009
Where are you now ? <ul><li>Do you feel overwhelmed by the amount of paper to deal with and work to do and don’t know wher...
Where are you now? <ul><li>Do you save documents because you never know when or if you might need them? </li></ul><ul><li>...
Where are you now? <ul><li>Are you unable to spread out a project in progress, or organize papers, or even work comfortabl...
Where are you now? <ul><li>Do you tell people not to touch a thing on your desk because, in spite of the apparent mess, yo...
Where are you now? <ul><li>Do you or your staff spend time looking for misfiled, unfiled, or lost papers and documents? </...
10 ORGANIZING STEPS Created by Thach.NP – Jul 2009
<ul><li>1- Start with Secondary Work Areas </li></ul><ul><li>2 - The 3 R’s : Reduce, refer and rearrange </li></ul><ul><li...
1- Start with Secondary Work Areas <ul><li>STEP #1  </li></ul><ul><ul><li>Credenza, bookcase, work tables, etc. </li></ul>...
2 - The 3 R’s : Reduce, refer and rearrange <ul><li>STEP #2  </li></ul><ul><ul><li>Figure out your criteria for what to sa...
2 - The 3 R’s : Reduce, refer and rearrange <ul><li>SPEND AN HOUR! </li></ul><ul><ul><li>Touch every piece, referring info...
3- Put Like Things Together <ul><li>STEP #3  </li></ul><ul><ul><li>Group like things together. </li></ul></ul><ul><ul><li>...
STAY FOCUS <ul><li>WHY WE LOSE FOCUS </li></ul><ul><ul><li>Distraction </li></ul></ul><ul><ul><li>Switch from organising t...
4 - The primary work areas Arrange by Frequency of Use <ul><li>STEP #4  </li></ul><ul><ul><li>Most critical area --- your ...
5 - Your Filing System <ul><li>STEP #5  </li></ul><ul><ul><li>Sort files by frequency of use. </li></ul></ul><ul><ul><li>D...
THREE TYPES OF FILES  <ul><li>Project files </li></ul><ul><li>Administrative files </li></ul><ul><li>Personal files </li><...
5 FILING PRINCIPLES  <ul><li>Use broad categories for file headings. </li></ul><ul><li>Head files with a noun and keep it ...
<ul><li>MAINTAINING YOUR SYSTEM  </li></ul><ul><ul><li>Keep it short and simple - KISS. </li></ul></ul><ul><ul><li>File re...
6 - Use your desktop as a clearing house <ul><li>STEP #6  </li></ul><ul><ul><li>Use your desktop as a clearing house. </li...
7 - Create a tracking system <ul><li>STEP #7  </li></ul><ul><ul><li>You don’t have to leave things “out” to keep track of ...
TRACKING TOOLS <ul><li>&quot;Out of sight is out of mind.&quot; </li></ul><ul><li>Calendar : </li></ul><ul><ul><li>Portabl...
8 - Tie Up Loose Ends <ul><li>STEP #8  </li></ul><ul><ul><li>For items that don't fit into any category, use a Personal or...
9 - Process Incoming information systemically <ul><li>STEP #9  </li></ul><ul><ul><li>Process incoming information in a tim...
10 - Stay on top <ul><li>STEP #10  </li></ul><ul><ul><li>Stay focused on your organising, it’s worth it.  </li></ul></ul><...
COMMIT YOURSELF! <ul><li>Throw out or recycle as much as possible. </li></ul><ul><li>Make decisions immediately; don't shu...
3 MENTAL BLOCKS Created by Thach.NP – Jul 2009
<ul><li>Mental Block 1 : fear of dumping </li></ul><ul><li>Mental Block 2 : Fear of Becoming Rigid and Inflexible </li></u...
Mental Block 1 : Fear of Dumping <ul><li>BLOCKS TO GETTING ORGANISED </li></ul><ul><ul><li>Lack of time & energy </li></ul...
<ul><li>MAKE A DECISION </li></ul><ul><ul><li>Does the value of an item warrant the cost of saving it? </li></ul></ul><ul>...
Mental Block 2 : Fear of Becoming Rigid and Inflexible <ul><li>LOSING SPONTANEITY?  </li></ul><ul><ul><li>Neatniks = Robot...
Mental Block 3 : Lack of knowledge  <ul><li>KNOW-HOW!  </li></ul><ul><ul><li>&quot;I didn’t know the tricks.&quot; </li></...
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Organizational Skills

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Organizational Skills

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

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