Organization Skills in a Changing World 5 steps towards becoming better organized

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Organization Skillsin a Changing World5 steps
towards becoming better organized

• A Deer Oaks Presentation
• Presenter Drew Cannon, LCSW

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Morning Exercise
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Organization Types

• Time Management
• Project Management
• People Management
• Process Management
• Data Management
• Personal Management
• Family Management

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Current Situation

• Tight deadlines
• Uncertain environment continuous change
• High expectations much at stake
• Problem solving - collaboration, creativity and
  compromise
• Flexibility to constantly re-work solutions
  back to square 1
• Competition, faster pace- interrupts normal life
  routine
• Personal Commitments (work, family, community)
  moved to back burner, but still must be
  addressed
• Physical and emotional capacity taken to upper
  limit
• CANT CHANGE THESE FACTORS!

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Stressors At Work

• Key Job Responsibilities daily grind or wash
• Change Uncertainty
• New and changing Organization
• More with Less (time famine)
• New/added Responsibilities
• New Leadership
• Political environment
• Technology
• Anxiety/Fear/Fatigue

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• Sowhat can I do?
• Understand law of Responsibility and Control.

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Focus on What You Can Control
Control No Control
SPINNING WHEELS
MASTERING
Action
Effective
Frustrated
GIVING UP
LETTING GO
No Action
Hopeless
Relief
Control Quadrant
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Letting Go A Skill

• Mastery is taking action on things you can
  control
• Spinning Your Wheels is trying to affect things
  beyond your control. Spending time reacting.
  Never feeling a sense of accomplishment.
• Giving up is not taking action on things you
  could control. Acting helpless. Feeling like a
  victim.
• Letting Go is not trying to influence things
  beyond your control. Not feeling guilty or
  resentful.

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Shifting to Empowering Beliefs

• Reframing/Perspective Tools
• Microscope
• Wide-Angle Lens
• Always, Always?
• Experiment

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Disorganization

1. Piles of paper stacked up on your desk.
2. Binders in disarray on your bookcase.
3. You can no longer see your floor.
4. Unable to find important files.
5. Your desk is covered with notes, memos and
   documents.
6. More than fifty  "old" emails in your Inbox.

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Roadblocks to Organizing

• Embedded mind sets
• Analysis Paralysis-reworking same issues
• New generations (X,Y and Z)-Paradigm gap
• Interference of urgent problems
• Meetings for meetings sake
• Time Famine
• Herding cats-getting everyone together on the
  same page
• Lack of strong respected leadership

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Getting Organized is progressive

• Poor organization can cost you more than just
  time.
• It can also cost you
• Money
• Freedom
• Energy
• Credibility
• Respect of your colleagues
• Career advancement potential

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What Has Poor Organization Cost You?

• Overall organizational success.
• Time
• Missed deadlines, thus reputation
• Personal career success
• Chaos and more stress

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1. Write Things Down!

• Start by making a Master Project List of all the
  tasks you need to accomplish.
• Be sure to include
• Calls you need to return
• Emails to reply
• Meetings you need to schedule
• Projects you have to undertake
• Services you need to provide
• Reports you have to complete
• Be as thorough as possible.

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Stop Relying on Memory

• Write your Master List down in a place where you
  can find it.
• Memory lists are unreliable do not rely on
  them.
• Buy a planner paper or electronic and use it.
  
• Avoid relying on post-it notes as reminders
  they can be as unreliable as memory lists.

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2. Prioritize!

• Prioritizing puts your power to choose into
  action.
• Effective managers accept that they cannot
  possibly do everything there is to be done.
• To be effective, you have to consciously choose
• what to do now
• what to do later
• what not to do at all, and
• what to stop doing.

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Priority equated to juggling 5 balls
The five balls represent - Work - Family
- Friends - Self Care (health/psych) -
Leisure Activities Which are crystal?
Which ball can be dropped without marring,
scratching, or breaking? What damage have you
noticed when fragile balls are Dropped?
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Apply the 80/20 rule

• Pareto's 80/20 Rule is an excellent tool to help
  you manage effectively.
• Explanation Of the things you do during your
  day, only 20 percent really matter.
• Those 20 percent produce 80 percent of your
  results.
• Identify and focus on the 20 percent that counts.

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How 80/20 works

• Focus 80 percent of your time and energy on the
  20 percent of your work that is really important.
  
• Don't just "work smart work smart on the right
  things.
• If something in your schedule has to slip, or is
  not going to get done, make sure it is not part
  of that 20 percent.

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Try the Grading Scale

• A Assign A's to projects and tasks that are
  very important or valuable or that need to be
  completed right away because of an impending
  deadline.
• B Assign B's to projects and tasks that should
  be done, but that are not as important, valuable,
  or urgent as the As.

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Grades Continued

• C Assign C's to projects and tasks that you may
  want to do at some future time, but that are not
  important or valuable enough for you to spend
  your time on right now.
• D Assign D's to projects and tasks that you are
  not planning to do. They are not worth your time
  and energy.

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Urgent vs. Important

• Focus on the A's and assign individual priority
  rank values to the top 5 10 items on your list.
• Consider both the short-term urgency and
  long-term importance when assigning priorities to
  your projects and tasks.
• Remember Important things are not always urgent
  and urgent things are not always important!

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3. Avoid Too Much Urgency

• A common problem people face while trying to set
  priorities is that they often label too many
  tasks as urgent.
• They run from crisis to crisis, constantly
  putting out fires.
• Too much urgency is itself a sign of poor
  organization.
• Do not sacrifice important long-term projects by
  focusing all of your attention on the urgent
  ones.

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Avoid Management by Crisis

• Management by crisis means that you allow
  unexpected events, interruptions, problems, or
  emergencies to determine your priorities and
  actions.
• If you spend more of your time putting out fires
  than doing your job, you are managing by crisis.
• When crisis management becomes the routine, it
  can lead to Urgency Addiction. (Stephen Covey)

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Effective Time Management

• Block time for projects, tasks, walk-ins,
  emergencies
• Set time for the task
• Protect the time
• Be consistent so others will honor your block of
  time
• Consider time for commute
• Time for self

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4. Practice Effective Filing

• Develop a systematic way of organizing your
  existing files.
• Ask yourself several crucial questions
• Do I need to save it?
• If yes, for how long?
• Do I use it regularly?
• How hard is it to replace?
• How important is it?
• What would happen if I dont have it?
• How often do I need to purge my files?

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5. Take Time to Plan

• Imagine that you and your friends are going on a
  two-week long hiking/ camping/whitewater rafting
  trip to the wilderness.
• Would you do any planning?
• Planning allows you to identify all of your
  projects and tasks and gain a much better
  understanding of what it will really take to
  complete them.

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No Excuses
Excuse

• Avoid excuses and rationalizations for poor
  planning.
• Planning is an organizational skill that can be
  learned.
• Learn to plan effectively and consistently.
• Savor the benefits of being organized.

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Your feedback on this Seminar/In-service will be
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Take Care of Yourself

• Developing Personal Health Habits
• Plan Time today
• Immediate Ways to Handle Stress (breathing,
  stretching, imagery)
• Long-Term/Lifestyle Methods to Handle Stress

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Self-improving Strategies

• Audit your pressures make an action plan
• Learn to say No sometimes
• Manage your time - prioritise
• Get organised - clear away clutter
• Manage your thinking
• Develop self awareness
• Communicate
• Monitor your work/life balance
• Maintain physical health