Getting Organized

As a manager, you spend hours every day juggling your own projects while trying to stay on top of what your team members are doing. Some days, keeping up with everything seems impossible.

With so many demands on your time, you must eliminate distractions. That starts with getting organized.

Organizational systems are not one-size-fits-all. Different plans work for different people. However, as someone who has been told he is almost too organized, here are a few tips that have worked well for me.

• Make a task list and use it. This should include tasks you need to complete for your own projects and for your team. Update this list every morning before you get started on your day and again in the afternoon as you wrap things up. If possible, include the expected duration of tasks, as that may help you plan your day.
• Keep your desktops clear. This might not work for everyone, but I store important emails in clearly labeled email folders and relevant documents in a small number of folders on my computer’s desktop or in cloud storage. If I have too much in my inbox or too many icons on my desktop, I feel disorganized. When I’m filing things away as I get them, I know I’ll be able to quickly access information when I need it. (This goes for my physical desk, too. I try to keep it relatively free of papers and other clutter, partially for my own sanity and organization, and partially to allow more room for office toys.)
• Use your calendar. As a manager, you’re going to have unexpected interruptions to your day. People will drop by your cubicle (if you’re in an office) or bombard you with messages (if you’re remote). That is unavoidable. But if you keep your calendar up to date, it will help you manage your time. That calendar should include regularly scheduled one-on-ones with the people who report to you. They need to know they can always ask questions, but it’s important to set aside a designated time every other week (at least) when they can share ideas, discuss concerns, or just chat.
• Be a hoarder – to a point. Again, this might not work for everyone, but I tend to save lots of emails and documents. If I think there’s a chance I’ll need access to the information again, I keep it in one of the folders mentioned earlier. This has helped me numerous times over the years when someone says, “How did we approach that last time it came up?”

Once you have your system in place, stick to it! The sooner you turn your organizational plan into a habit, the better off you’ll be. When people struggle with disorganization, it most often seems to occur because they either didn’t have a plan or didn’t follow through.

Of course, on some days, all your plans will fall apart. You’ll be flooded with unexpected meetings and tasks, and you’ll struggle to keep everything organized. On those days, even if it’s late in the afternoon and I really want to shut down, I take a deep breath, look at what needs to be organized, and take the time to tidy things up (metaphorically and literally) before ending my day. 

No one likes to start their day by cleaning up messes from the day before. By investing time in organizing, you’ll hit the ground running each morning and be ready for anything unexpected that comes your way.

What tips or tools have helped you get and stay organized? Let’s talk about them in the comments.