Get Organized

1
Get Organized!
2
Remember

• Time and paper management is what works for YOU!

3
Your Calendar

• Tell us about your calendar

4
Calendar Basics

• ONE calendar for everything

• Always use PENCIL

5
Calendar Basics

• Review your calendar when youre stuck waiting.

6
Calendar Basics

• Consider MS Outlook Calendar for recurring
  reminders (eat a snack, go home).

7
Your Desk

• is NOT for storage!
• is a work surface.

8
Your Desk

• Finish one project AND PUT IT AWAY
• before starting another.

9
Your Desk

• can be clean every day when you leave!

10
Paper Management

• Clutter is
• postponed decisions!

11
Paper Management

• When you have to decide what to do with a piece
  of paper
• What are your four choices?

12
Paper Management

• You can
• 1. act on it.
• 2. pass it on.
• 3. file it.
• 4. toss it.

13
Paper Management

• OK, there is a fifth choice!

14
Paper Management

• Once youve acted on it, THEN

• file it,
• pass it on,
• or
• toss it.

15
Reading

• Create a reading kit
• Can pick up anytime
• Take to appointments where you have to wait

16
Filing

• THINK before you file!
• Why do I need to keep this?
• Where will I look for this later?

17
Filing Systems

• 1. Current, Active Files
• Use staples (not paper clips).
• File with staple at top.
• Date items.

18
Filing Systems

• 2. Project Files
• Binders
• Folders
• File Boxes

19
Filing Systems

• 3. Computer Files
• Use folders.
• Delete regularly.
• Are you a SLAVE to your e-mail?

20
Filing Systems
4. Rolodex or Contacts
5. Other
21
Filing Systems

• 6. PENDING File
• May be the MOST important.
• Check daily!

22
Filing Systems

• Dont Forget WEEDING!
• As you file
• Annually
• Rotating

23
Planning

• ONE To-Do List
• Your Calendar
• MS Outlook Tasks
• Notebook
• Other

24
Planning

• Break large projects into small steps.
• Plan BACKWARDS from date due.

25
Planning

• Make time for planning
• 15 min. every day
• 30 min. every week
• 1 hour every month
• ½ day every year

26
Planning

• Evaluate every task
• is it important?
• is it urgent?

Important Not Important
Must do(but try to do before urgent)
Urgent Not Urgent
Minimize
Dont neglect!
27
Multi-tasking

• is a myth!
• You can do only ONE thing at a time.
• If it is worth doing, it deserves your full
  attention.
• If it is not worth doing

28
Little Things Add Up

• Stock a supply item when you take the last one.
• Throw away bad pens.
• Post things you look at often.
• Keep most-used tools at your fingertips.
• Include a pad in your upcoming meeting folder.
• Write instructions you can refer to next time.

29
And Youre Off!

• Take out a project.
• Take a deep breath.
• Begin!

30
Your Turn

• Calendar
• Desk
• Files
• Time

What one thing will you change or implement?
31
Remember

• Time and paper management is what works for YOU!