Organizing Your Life From the Inside Out

By:

Does this sound like you?

Why is there never enough time in the day to do everything I need to do?

How can I possibly get to my office in 5 minutes?

Im always late in the morning because I can never find the clothes I want to wear. I dont do as well as I want on assignments because I always seem to forget to do some part of it I get myself or other people stressed out because Im always forgetting where I put things, times when things are happening, or what Im supposed to be doing.

Why Organization Skills?

Why Are Good Organizational Skills Linked to Successin EVERYTHING?
Allow you to work efficiently Reduce stress They buy you time and energy and take your potential to new level Minimize of chaos and disorder

Organizational Skills: Myths

Myth: Organizing is the same as being neat.

Fact:

Organizing is not about how a space looks, but how it functions.

Myth: Being organized is a talent youre either born with, or not.

Fact:

Organizing is a learnable skill.

Myth: Organizing is about throwing things away.

Fact:

You can keep everything that you want and still get organized.

Roadblocks to Good Self Organization

Homeless items and tasks
Inconvenient storage Overly complex organizational systems Having more stuff than space available The out of sight, out of mind mindset Fear of losing your individuality The belief that organizing is boring Unclear goals and priorities
Tasks
Self Organization Areas

Space and physical possessions

Time

The 3-Step Plan to all Organizational Tasks

Analyze

Strategize

Attack

Step 1: Analyze
Identify:
1. Whats working and whats not Analyze
Strategize Attack

2. Essential vs Would be nice to have 3. Pay-off will be for you to get organized

4. Specific problem/hurdle

Step 2: Strategize
Two important strategies are incorporated here:
Use the Kindergarten Model
Clear areas, zones, or tasks broken down and clearly labeled so there can be no confusion
Analyze

Strategize

Attack

Estimate the time it will take to do the organization

Step 3: Attack
The approach here will depend on which organizational problem you are attacking. This could include:
Space or physical possessions (i.e. MP3 collection, your bedroom closet) A task or assignment (i.e. a report, analysis, notes) Organizing your time (over a day, a week, a month)
Analyze Strategize

Attack

Attacking a Space
a. Sort
b. Purge: c. Assign a Home
Go through each possession and group of similar items Get rid of duplicates, excess, undesirable and irrelevant

Decide where items you keep will live

d. Containerize
e. Equalize

Use containers to keep items separate

Maintain and update your system over time

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Attacking Time
a. Write it down b. Add it up: c. Decide when: d. Execute your plan
Write all activities in your planner

Estimate how long each task will take

Designate when each task will be completed

Put your plan into action

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4Ds Concept:
Use 4Ds concept to combat Time Organization Challenges

Delete
Delegate Delay

Diminish
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Time Organization Challenges-2 Ps: Procrastination and perfectionism!!!

Procrastination Perfectionism
None us are perfect and no one expects your work to be perfect either. Delaying or not handing something in until it is perfect in your eyes typically leads to a poorer mark than if you had handed in your best work on time.

Some people say they work best under pressure. Most people just scrape by when working against the clock, and are not able to do their best work.

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Organizing a binder for a subject area:

Use one binder for each subject Separate and label sections of the binder appropriately such as notes, assignments, tasks, action steps, important contacts, expected outcome, deadline etc. Do not overload binders until the rings can barely close use multiple binders to split up units if needed Ensure that all pages are secured neatly in the binder dont shove it in and hope to find it later!

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Completing Daily work

Immediately write down your assignment in your planner Clearly label the pages on which you are completing the work as and include the date

Make any additions or corrections to work/notes each time it is taken up make notes if you need to go back and review concepts
Decide if it makes sense to keep the printed copy of all office assignments in binders

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Do you need to spend money to be organized?

Everyone has a different organizational style, and for some employees/workers , having organizational stuff seems to help them want to be and stay organized Here are some examples of organizational items that may help you Remember that your Pearson agenda was free!

Sticky notes Tabs Labels Dividers Plastic cover sheets

Folders Duo-tangs Highlighters Pencil case or box Tote containers of different sizes

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In Summary
Organizational skills are not genetic we all have to work at them throughout our life
The time it takes to get organized is worth it it saves you both time and stress in the long run There is no one size fits all organizational system it truly has to complement your interests and tendencies Good organization requires maintenance for it to be effective youre never really done organizing your space, time, or work

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Office tools that can be used for organization

IMPLEMENTING CHANGE RESISTANCE TASK

TECHNOLOGY

PEOPLE

MUTUAL ADJUSTMENT STRUCTURE

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ADAPTING TO CHANGE
The rate of magnitude of changes that effort organization are increasing dramatically.
E-commerce Laser surgery Mobile communication War of terrorism Global worming GMO The aging population, etc.

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MANAGEMENT CHALLENGES
Difficulties of managing change

Adjusting technology and organization for optimal fit

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Problems of all work groups

Making arrangements

Between-meeting activities

Attending meetings

Cost of meetings

Long agenda

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Working with Softwares

When you first open Microsoft Project 2007 it shows a blank task list and a blank Gantt chart. If you then access the Help button on the top toolbar a range of topics is displayed such as creating a project, creating tasks, building a schedule, managing multiple tasks, managing resources and assignments and view management.
Each of these areas breaks down into specific topics. For example on the creating a project page articles include creating a new project, creating a new project from an existing project or database, the use of templates and saving a project. By looking through all of the six areas shown in the slide you will rapidly gain a good working knowledge of how to use Microsoft Project which can easily be updated to work with later versions

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Mind Mapping Software

Mind maps are, by definition, a graphical method of taking notes. The visual basis of them helps one to distinguish words or ideas... They generally take a hierarchical or tree branch format, with ideas branching into their subsections. Mind maps allow for greater creativity when recording ideas and information, as well as allowing the note-taker to associate words with visual representations.

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Uses of Mind Mapping

Daily Schedule of Tasks Tasks to be done at certain times of the day can be placed on a map like similar to points of a clock
Motivational Tool Start picturing the project and its end result

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Added features through software

Layout conversion to standard outline Integration with personal information management and project management software Calendar items Tasks Project Diagrams Insert Hyperlinks

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 Create PDFs and place on web pages Construction through web conferencing

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Buzan's iMindMap MindManager

Mindjet

Buzan Online Ltd

MindMapper
MindView

SimTech Systems
MatchWare XMind Ltd.

XMind Pro

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Thank You