Have you started off the New Year by getting organised at work? We may not all be blessed with natural organisational skills, but it is something we need to make into a habit, if we want to do well in the workplace.
If you’ve made it your goal this year to get organised, you need to make a start by understanding how important it is to get organised. You can then focus on implementing the processes and procedures needed, to help you get organised and manage your time more efficiently. Finally, you will then have a clear picture of those tasks you can safely and easily outsource to others, to free up your time. So, let’s get started on addressing these points!
What are the benefits of being organised?
Being organised at work rewards you with an increase in productivity. If you know where everything is, it will save you the time of having to search. You’re also less likely to make silly mistakes or spend time looking for missing files etc.
Your time management will improve when you’re better organised, as you will prioritise your tasks so you can easily meet deadlines, be on time for meetings etc. You’re also working more efficiently, by using the tools available to support you and streamlining your working routines.
If you’re organised, your stress levels will reduce – as will those of the people around you! You can switch off at the end of your working day, as you don’t have the stress associated with trying to remember what’s still on your task list. (You can read more about how to cope better with your stress, here).
Finally, being organised improves communication. Partly, because both parties are less stressed, but also because you have clear processes and systems in place for others to follow.
Why it’s important to be organised as a leader
Organisational skills are important as they highlight how efficient you are, as well as determining the quality of your leadership skills. Quality leaders can cope with challenges that come their way, as they are confident in their ability to switch focus and stay focused on finding a solution.
It also motivates others, when you’re organised. After all, the leader leads the way and sets a positive example of how things need to be. There’s a positive impact on those around you, and a general increase in motivation and morale.
A good leader is one who can support the people around them and inspire them to believe they can do what’s been asked of them. But it’s also about giving those around you someone to look up to and trust, when challenges may arise. They need to know that you can organise things and find a workable solution, without resorting to chaos and disorder.
How processes and procedures are an integral part of organisation
Processes and procedures provide a roadmap for the daily and regular operations within your business. If you want to get organised, you need to get the right processes in procedures in place to support that. This means getting clear on the steps needed for each task you complete, so you can create a simple checklist or process to follow.
The benefit of having a documented process for your tasks is twofold. Firstly, they minimise the risk of human error. As each step is documented, there’s less reliance on you having to remember every step needed to complete a task. This also ensures you’re adhering to any legal and safety compliance requirements. And secondly, documented processes make task completion faster. You can also easily hand the task over to someone else, and they’ll be able to complete it in the fashion and standard you need it to be.
[If you’d like to learn more about processes in business, read 5 Must-have processes you need to work more effectively and, if you need help reviewing them, take a read of How to declutter and review your systems and processes.]
Things you can do to stay productive and organised at work
And that brings us to the final point – knowing what you can hand over to someone else. It’s a good idea to implement habits that help you improve your productivity, but you also need to start outsourcing more. There are a lot of tasks our clients ask us to take off their plate and support them – and this may help you realise what tasks you can hand over, if you want to stay organised and productive at work. The tasks we handle include:
- Prioritise tasks as they come in
- Block out chunks of time to focus on specific tasks and projects
- Communicate with your team – check in on their progress and keep them updated on any changes
- Keep your desk clear and tidy
- Learn to focus on the task at hand
- Delegate where possible
- Manage your email – it can be one of the biggest time-sucks in your day
If you’ve started the New Year with the intention of getting organised, ramp up that intention, by using the points above as a guideline. Not only will they help you improve your organisation and time management, they help highlight how important processes and procedures are in the overall scheme of business organisation and growth.
And, if you’re ready to outsource some of your tasks to an Executive Assistant to help honour your commitment to getting organised at work, why not get in touch and see how we can help you!