Organization of a Scatter-Brain

Here I am, writing a blog on Organization. Every person who has ever seen my cubicle just laughed out loud and would like to take this opportunity to refer you to amazon.com before you waste any more time here. This is because my desk reflects my inner mental workings– scattered. However, somehow my life remains relatively organized. How do I do it? There are a few simple rules I to which I adhere:

• Thou shall abide by the “5-second rule”-  If it takes more that 5 seconds to put something away in an organized manner or retrieve it just as readily, my organizational device needs to be changed.
• “Out of sight, out of mind”- Call it ADD or multi-tasking, I tend to focus on many things at once. I’ve come to accept that this is how I work best, so I find solutions to keep priorities and goals in front of my face, even if it means that my space becomes less pristine.
• Plan ahead- By looking long-term and keeping track of upcoming due dates at least one to two weeks in advance, I avoid last-minute surprises putting wrinkles in my time management. *Disclaimer*- This rule does not prevent procrastination- keeping focus on a project that is due on Friday does not at all imply that you will not be scrambling to complete it at 10 PM on Thursday Night if you aren’t diligent, goal-oriented, and focused on the task.

These are my top 3 organizational rules as a self-proclaimed scatter-brain. Check out related posts on each of these rules for actionable items in each category. If you’re scattered like me, try them out! If not, take 5 minutes to jot down the top 1-5 organizational rules that you can’t live without and share them with us, along with your self-proclaimed “style”. 

 -JV

Out of Sight, Out of Mind

Sometimes- OK, most of the time- 9 to 5 seems more like 11 to 4. With lunch plans. And meetings. And, why not, let’s throw in a fire or two.

We all know that some matters can be pretty bold about staying in front of your face. Your screaming child needs you. The thing is, for every screaming child, you probably have two others quietly and patiently waiting for you. They’re no less important than the screaming one that wants your attention (NOW!), and when the time comes and someone asks where you left your other children, it doesn’t matter how well you managed to silent the unwieldy one.  The ball has been dropped.

My best tip: when the screaming starts, or begins to get out of hand stop, take a deep breath, and organize yourself.

• If you haven’t already for the day, jot down all of the things on your plate.
• Once you’ve done that determine ones that are the highest priority by due date and importance and highlight, star, circle, tag, etc. them. Make sure that you do this in a place that is in front of you regularly throughout the day. If possible, these are the items you should focus on first. This list may change slightly, so refer to it often to make sure you’re on track as the day progresses.
• If you can manage it and it’s applicable, open working documents and/or status reports relating to the tasks that parallel ”quiet children”. If you tend to get sidetracked by the screaming kids, this will help you keep a big picture of your day & priorities. If your find that this is distracting, then only open documents related to the task at hand. When done, cross it off your list and then open items related to the next task.
• If it helps, set alarms and appointments on your calendar to block off time and help you manage important projects throughout the day.
• When you leave for the day, write down the file names of documents you had open when you shut down your computer. Neatly stack or file any supporting printed documents (designate with project/task title if needed), and write down where you left off, as well as where to pick up the next day. Tomorrow, this will help you immediately jump in where you left off before email and voicemails seize your morning.

So, if you’ve ever forgotton to pay a bill because you didn’t tape it to the bathroom mirror, found yourself wandering the grocery store 15 minutes into a scheduled doctor’s appointment, or heaven forbid actually left your child at daycare, one or all of these tips might help make managing your day a little bit easier.

-JV