How to be Organized at Work [WORK ORGANIZATION SKILLS YOU NEED]

Summary

This video offers practical tips for enhancing workplace organization. The speaker emphasizes the importance of avoiding multitasking to ensure quality work, suggests organizing your mind through meditation and proper sleep, and recommends taking regular breaks. Physical workspace organization is covered with the '360 method', ensuring essential items are within reach. Electronic organization is also discussed, with advice on managing emails and using calendars effectively. The video concludes with a teaser for additional content on project management and organizational success.

Takeaways

• 🚫 Stop multitasking: It's a myth that multitasking leads to better organization; focusing on one task at a time improves work quality.
• 🧘 Organize your brain: Techniques like meditation and proper sleep can reduce stress and enhance focus, contributing to better organization.
• ⏲️ Take breaks: Regular short breaks can help maintain focus and organization throughout the workday.
• 🔄 Organize your workspace: Implement the 360 method to keep essential items within easy reach and reduce unnecessary movement.
• 🧹 Clean your workspace daily: Ending the day with a tidy desk sets a positive tone for the next day's organization.
• 📧 Organize your email: Avoid using your inbox as a filing cabinet; process emails promptly and keep your inbox lean.
• 📅 Use your calendar wisely: Block out 'power hours' for focused work and manage your calendar to reflect your availability and priorities.
• 📈 Understand why projects fail: Gain insights into common project pitfalls to improve your organizational skills in business activities.
• 🔗 Subscribe and engage: Stay updated with organizational tips by subscribing to the channel and engaging with the community.
• 💡 Share your tips: Contribute to the collective knowledge by sharing your own organizational techniques in the comments.

Q & A

What is the main focus of the video?

The main focus of the video is to share effective organizational techniques to improve productivity and orderliness at work.

What is the first organizational tip shared in the video?

The first organizational tip shared in the video is to stop multitasking, as it is considered a myth and detracts from the quality of work.

Why is multitasking considered a mistake in the context of organization?

Multitasking is considered a mistake because it has been proven that people cannot effectively multitask, and it reduces the quality of work, especially for tasks requiring brain and logic.

What is suggested to help organize one's brain?

To organize one's brain, the video suggests meditation to reduce stress and stay in the moment, getting the right amount of sleep, and taking mini breaks during the workday.

What is the 360 method mentioned in the video?

The 360 method is a technique where everything one touches and needs constantly and daily should be within a 360-degree circle of their workspace, ensuring everything is at fingertips.

How does the video recommend organizing one's workspace?

The video recommends organizing the workspace by applying the 360 method, clearing the desk off at the end of the day, and strategizing what is needed at fingertips.

What advice is given for electronic organization, specifically with emails?

For electronic organization, the video advises not to use the email inbox as a filing cabinet, to touch emails once and file them away promptly, and to delete unnecessary emails to keep the inbox clean.

Why is it important to use an email calendar according to the video?

Using an email calendar is important to maintain organization by blocking out power hours, respecting time blocks, and teaching others how to use your calendar effectively.

What is the significance of blocking out power hours in the calendar?

Blocking out power hours in the calendar is significant because it ensures dedicated, uninterrupted time for work, which helps maintain organization and productivity.

What additional resource is offered at the end of the video to help with business activities?

At the end of the video, a link is offered to access information on why projects fail, which can help improve organizational skills in business activities beyond just projects.

How often does the video recommend checking emails during the day?

The video suggests checking emails once or twice a day, depending on one's role, to maintain organization and not let the inbox get out of control.

Outlines

00:00

📚 Top Organizational Techniques for Work Productivity

The speaker introduces the video by addressing the common struggle with disorganization at work and promises to share effective organizational techniques. They emphasize the importance of stopping multitasking as it detracts from the quality of work, contrary to popular belief. The video also suggests organizing one's brain through meditation and proper sleep to reduce stress and improve focus. Additionally, taking regular breaks is recommended to maintain organization throughout the workday. The speaker introduces the '360 method' for workspace organization, suggesting that frequently used items should be within easy reach to avoid constant disruptions. Lastly, the importance of clearing the workspace at the end of the day is highlighted to promote a fresh start the next day.

05:05

📧 Email and Calendar Management for Enhanced Organization

In the second paragraph, the focus shifts to electronic organization, particularly email management. The speaker advises against using the inbox as a filing cabinet and emphasizes the importance of promptly dealing with emails to maintain an organized inbox. They suggest aiming for no more than 20 emails in the inbox at any time. Additionally, the video script discusses the effective use of digital calendars to organize daily schedules, including blocking out 'power hours' for focused work and setting aside time for meetings. The speaker stresses the need for individuals to manage their calendars to ensure they have dedicated time for work and to teach others how to respect their scheduled time, which is crucial for maintaining organization in a virtual work environment.

Keywords

💡Multitasking

Multitasking refers to the act of juggling multiple tasks simultaneously. In the context of the video, it is presented as a common misconception that hinders true organization and productivity. The script emphasizes that multitasking can diminish the quality of work, especially for complex tasks requiring focused cognitive effort. The speaker advises against multitasking as a key step towards achieving organizational efficiency.

💡Organization

Organization is the process of arranging and delegating tasks, resources, or materials to operate efficiently. The video's central theme revolves around various techniques to enhance workplace organization. It is highlighted as a critical skill for productivity, with the speaker sharing tips on how to achieve it, such as stopping multitasking and decluttering physical and mental spaces.

💡Productivity

Productivity is the efficiency of productive activity, often measured by the rate at which goods or services are produced. The video aims to improve viewers' productivity at work by suggesting organizational techniques. The speaker's tips are designed to streamline work processes, reduce stress, and optimize time management, all of which contribute to increased productivity.

💡Meditation

Meditation is a practice where an individual uses a technique – such as mindfulness, focus, prayer, or repetition of a mantra – to train attention and awareness, and achieve a mentally clear and emotionally calm state. In the video, meditation is recommended as a method to declutter the mind, reduce stress, and enhance focus, which in turn supports overall organizational skills.

💡Stress

Stress is a state of mental or emotional strain or tension resulting from adverse or demanding circumstances. The video script identifies stress as a byproduct of disorganization, both mental and physical. The speaker suggests that techniques like meditation, proper sleep, and taking breaks can alleviate stress and foster a more organized work environment.

💡Workspace

Workspace refers to the physical area where work is conducted, such as an office or desk. The video emphasizes the importance of organizing one's workspace to enhance productivity and organization. The speaker introduces the '360 method', suggesting that frequently used items should be within arm's reach to minimize unnecessary movement and maintain focus.

💡Electronic Organization

Electronic organization pertains to the systematic arrangement of digital documents, emails, and other electronic data. The video addresses the need to organize electronic workspaces, such as email inboxes, to prevent digital clutter. The speaker advises on strategies like setting up folders, timely email processing, and maintaining a clean inbox to promote efficiency.

💡Email Management

Email management is the process of efficiently handling incoming and outgoing emails, often involving sorting, prioritizing, and archiving messages. The video script stresses the importance of email management as part of electronic organization. The speaker encourages viewers to touch emails once, file them away promptly, and keep the inbox clean to avoid information overload and maintain organization.

💡Calendar

A calendar, in the context of the video, refers to a system used to track appointments, deadlines, and events. The speaker highlights the significance of calendar management for maintaining organization and time efficiency. By blocking out 'power hours' and respecting calendar schedules, individuals can ensure dedicated time for focused work and reduce the stress associated with disorganization.

💡Projects

Projects are temporary endeavors undertaken to create a unique product, service, or result. The video extends its organizational advice to managing projects, suggesting that understanding why projects fail can improve organizational skills. The speaker implies that applying organizational techniques to project management can lead to more successful outcomes and efficient use of resources.

💡Business Activities

Business activities encompass the various tasks and operations that a company engages in to achieve its objectives. The video connects the theme of organization to the broader context of business activities, suggesting that organizational skills are not only relevant to individual work but also to the success of initiatives and projects within a company. The speaker encourages viewers to apply organizational techniques to enhance the efficiency and effectiveness of business activities.

Highlights

The video shares tried and true techniques for getting organized at work.

Stay tuned to the end for advanced organizational techniques.

Subscribe to the channel for weekly career and project management advice.

Top five organizational techniques will be revealed.

Tip one: Stop multitasking to improve organization and work quality.

Multitasking is a myth that reduces work quality, especially for brain-intensive tasks.

Organize your brain to reduce stress and improve focus.

Meditation is scientifically proven to reduce stress and help with organization.

Getting the right amount of sleep is crucial for organization and productivity.

Taking regular breaks can help maintain focus and organization throughout the day.

Organize your workspace using the 360 method to keep essential items within reach.

Physical organization includes clearing your desk at the end of the day for a fresh start.

Electronic organization starts with managing your email inbox effectively.

Avoid using email as a filing cabinet; file and delete emails promptly.

Use your email calendar to block out power hours and respect your scheduled time.

Teaching others how to use your calendar is key to maintaining organization.

Understanding why projects fail is critical for improving organizational skills in business activities.

Link provided to understand why projects fail and how to apply these lessons to business activities.

Engage with the community by sharing your organizational tips in the comments.

Transcripts

Are you swimming in paper, post-it notes, clutter on your desk,

are you trying to find the best techniques to get organized at work, well

in this video i'm going to share with you,

tried and true techniques I've used over, and over again that work.

If you stay tuned to the end of this video, i'm going to share with you some

other techniques on how you can take business activities to the next level,

because it's all about organization. Hi, if you're new here, welcome, for the

best career and project management advice, subscribe to my channel, hit that

bell button, and a brand new video is going to come out to you every Wednesday.

Ii get asked all the time, how do I stay so productive, and organized,

well i'm going to give you my top five techniques that I use to get organized

at work, so let's get to it, organize tip number one, stop

multitasking, what adriana, that's an organizational tip,

actually it is, it's probably the most important organizational tip that you

can ever do because, it's the number one mistake

most people in organizations make all the time, if you're going to be organized,

then you need to ensure that you put good quality work out there, multitasking

is not organization, yet some people equate the two together,

it is proven that people cannot multitask, it is a very small percentage

who can, and when you multitask, you actually take

away from the quality of work that you're doing,

particularly when you're multitasking on activities that really have to use the

brain, and the logic, you just can't do it, so

in order to truly stay organized, the first step is to stop the myth

that multitasking works, it does not, and if you drop that, and understand to

do one thing at a time, your organization is going to skyrocket.

Organize your brain, yes, a cluttered mind just like a

cluttered desk leads to stress, which does not help you

with organization, so what are some things you can do to

help organize your brain, well first and foremost is you really may want to try

meditation, it is proven scientifically how meditation can reduce stress, it also

allows you to be in the moment so you don't get caught in that whirlwind

of activity, which just increases stress and increases

disorganization, you also want to consider sleep, it's really important to

get the right amount of sleep, I'm not going to tell you how many hours

to get, because everyone is different, I know people who four hours are

absolutely fine, and other people who need nine,

the point is, don't skimp out on sleep, another thing you really may want to

consider too are taking breaks, if you're going to stay organized within

your work day then you need to take mini breaks, it's proven a five-minute break

within every hour of an activity that you're doing,

just brings you back to reality, allows to ground yourself,

gives you enough time so when you get back into it you can stay

focused, and ultimately stay organized with what you're doing,

the benefit all of this is, when you have a stress-free mind, and your brain is

organized, it translates very easily to the things

outside in front of you, the physicality stuff.

Organize your workspace, now some of you are probably going, finally, she said it,

yes, organize your workspace this is a given

when it comes to organization, some of the techniques i want to give

you though may be something you haven't considered,

I am very fortunate to work in many different types of industries, and

organizations, and departments, and one of the things I find in the

manufacturing sector that they do really well from an organization's

standpoint that i'm going to now share with you,

is the 360 method, the 360 method is just this,

think of everything that you touch, and things that you need constantly, and

daily, should be within a 360 circle, if you constantly

have to get up for something that is important to you

and that is critical to you doing your work and you're doing it constantly

by getting up and out of your desk that is

disorganization, you want to have everything at your fingertips,

and stuff that you don't need, or don't use, get rid of it,

or store it away r,eally rethink about your space, yeah,

clean up the desk, make sure you don't have clutter, but really

think and strategize what do you need at your fingertips, and do the 360 method,

another thing too when it comes to physical organization,

particularly with your desk, clear it off at the end of the day, there is something

really powerful when things are put away, and then when you get to your desk the

very next day, that it's clean, it just gives you the same and proper

mindset for you to be organized, all right we talked about

physical organization, now we're going to talk about electronic organization, and I

want you to organize your email, this is a second

place that we live, all the time, if it's not physically being

at work, wherever that may be, it's our inbox that we constantly live in,

so don't allow it to get out of control, do not use it as a filing cabinet system,

I see that too often, where people are storing stuff, get

into the habit of touching your emails once, absolutely once, get in the habit of

looking at your emails at certain points in the day,

again, this is going to be dependent upon your role, and you may need to go into

your email more frequently than other people,

but if you can actually stick to maybe, once, or twice, going to your email

that's huge, touch it once, clearly file things away in proper file folders,

don't leave them hanging inside your inbox, that is a huge way

just to ensure, and then delete, delete, delete, delete, some of you work in

large organizations and you don't have a choice because you have a max size on

your inbox, that's actually a good thing that it's

done for you, otherwise you're just going to hoard stuff,

don't hoard, clean it up, strip it away, and just focus on what you need, try to

have a minimum of 20 things in your inbox max, at all

times, because that means you're deleting, and

getting rid of it, use your email calendar,

okay, this is another electronic one from organization standpoint, and

really important, if you're going to remain organized you need to make sure

that your timing of your day is organized, it's really hard to be organized as an

individual if your calendar just has these big blocks, because you know what

happens, you tend not to follow them, so then where's your structure, I always

like to share with people, look, you have work to do, so you have to

block out what I call power hours, so literally an hour in the day, and you

do not budge on them, if you can do those earlier in the day, because emergencies

tend not to pop up, and don't block out your full schedule,

give the time needed, so when you can have meetings, so that people know when

to book you, because if you're true to your calendar,

people will start respecting that, because they know if you just block out

the full day, then people know, oh i'm just going to

try to negotiate, or send them the invite anyway, because I know they rearrange it

anyhow, well if you're going to remain organized,

you yourself have to have time in the day that's specifically booked off, and

you have to teach people how to use your calendar so that you can remain

organized, otherwise it's disorganization, you're

constantly array, and who really knows what's going

on, that doesn't help, it adds to stress, so really take a look at your calendar,

and in the ideal world, if you have the power to

change how people use your calendar in your organization,

I highly recommend you make this a priority, too many people don't do this

right, and particularly now, uh, when a lot of

people are working virtually, understanding how people calendars are,

are critical to organization success, now that you're on your way to being

more organized at work it is now time to take this up a notch and to be

more organized within your business activities,

those activities can be initiatives, and projects, and if you're going to be more

organized with those, you need to have an understanding as to why projects fail, so

i want you to go to the link below, and grab this, because

it is critical, why projects fail, and the cool thing is,

a lot of these concepts go outside of projects, into our business

activity, if you can control this, your

organizational skills are going to skyrocket,

don't forget to subscribe to this channel, like this video, and please share

it with all the people that you know, if you have any organizational tips at

work that work for you that I may not have shared here, please

put them in the comments below, I'd love to hear from you, until the next video,

see you later