Anyone who has ever had to meet a deadline head-on knows the feeling of dread that can creep in slowly but consistently. The closer the deadline looms, the more focused you become on the task at hand, and the more focused you are on this task, the more the attention to other things goes out the window. Before you know it, your desk is cluttered with a multitude of mail (both read and unread), dirty dishes, files, post-it notes, reminders, phone messages, and a rather large assortment of other odds and ends. Yes, you have clutter! As easy as it is to accumulate clutter, it is an almost Draconian task to get rid of it, yet it is possible! A few simple steps will permit you to work in a clutter-free environment with information at your fingertips, not in a mess of other papers.

Movable Storage

While you might have bought into the notion that it would be handy to have all the information on your desk ready to go, before you know it, the sheer volume of paper and printouts is threatening to drown you. It is next to impossible to find anything on your desk at all. Is there a compromise? Well, yes there is! Your local office supply store will have a wide array of movable filing solutions. There are cardboard file boxes that can be put together at a moment’s notice. More durable solutions are the plastic file containers that come in many shapes and sizes. Another possibility is the roll-away file caddy that will house all your project files while you need them close by. Whatever you decide, it is imperative that you resist the temptation of housing your projects files and folders on your desk.

Beware the Trap of Over-scheduling!

While focus on one project may be to blame for the accumulation of some clutter, other accumulations may be blamed on spreading your self too thin for comfort. Granted, today’s work environment is fast-paced and demands that you multi-task and go in many different directions at the same time. Nonetheless, a cluttered desk is oftentimes a good indication that you have too much going on at the same time. Perhaps you have not taken full advantage of the possibilities of delegating some of your responsibilities? Maybe you could reschedule some of the projects you have taken on so you may finish up with others?

Beef up on Communication, Delegation, and Management Style

A cluttered desk is also a sign of poor management skills. Believe it or not, the sign of a capable manager is one who will entrust important tasks to others. This presupposes that you have a team of workers who are capable of handling the responsibilities you may wish to entrust to them, but in the long run it will free your desk from much of the clutter that is currently making it look somewhat unprofessional.

Don’t shrug it off

Many an owner of a cluttered desk will eye it with frustration and eventually resignation, adopting the false belief that the clutter is just part of who you are, and there is not way out of this mess. Nothing could be further from the truth! A cluttered desk is nothing more than a symptom that will disappear once the root cause has been identified and dealt with. For example, once you become comfortable with your coworkers and learn to delegate responsibilities to the extent that your job description permits, you will find that big chunks of clutter will be gone. Similarly, when you refuse to keep every file on the top of your desk and instead use a movable storage system, you will soon find that only materials you are currently working on will actually take up your valuable space.

It is obvious that clutter will not disappear by itself. The biggest challenge in combating it lies not with the actual moving of files from left to right and back again, but instead with the changing of procedures. Again, clutter is merely a symptom. You may have some short term success in eradicating it, but unless you deal with the underlying issues, it will come back.

Anyone who has ever had to meet a deadline head-on knows the feeling of dread that can creep in slowly but consistently. The closer the deadline looms, the more focused you become on the task at hand, and the more focused you are on this task, the more the attention to other things goes out the window. Before you know it, your desk is cluttered with a multitude of mail (both read and unread), dirty dishes, files, post-it notes, reminders, phone messages, and a rather large assortment of other odds and ends. Yes, you have clutter! As easy as it is to accumulate clutter, it is an almost Draconian task to get rid of it, yet it is possible! A few simple steps will permit you to work in a clutter-free environment with information at your fingertips, not in a mess of other papers.

Movable Storage

While you might have bought into the notion that it would be handy to have all the information on your desk ready to go, before you know it, the sheer volume of paper and printouts is threatening to drown you. It is next to impossible to find anything on your desk at all. Is there a compromise? Well, yes there is! Your local office supply store will have a wide array of movable filing solutions. There are cardboard file boxes that can be put together at a moment’s notice. More durable solutions are the plastic file containers that come in many shapes and sizes. Another possibility is the roll-away file caddy that will house all your project files while you need them close by. Whatever you decide, it is imperative that you resist the temptation of housing your projects files and folders on your desk.

Beware the Trap of Over-scheduling!

While focus on one project may be to blame for the accumulation of some clutter, other accumulations may be blamed on spreading your self too thin for comfort. Granted, today’s work environment is fast-paced and demands that you multi-task and go in many different directions at the same time. Nonetheless, a cluttered desk is oftentimes a good indication that you have too much going on at the same time. Perhaps you have not taken full advantage of the possibilities of delegating some of your responsibilities? Maybe you could reschedule some of the projects you have taken on so you may finish up with others?

Beef up on Communication, Delegation, and Management Style

A cluttered desk is also a sign of poor management skills. Believe it or not, the sign of a capable manager is one who will entrust important tasks to others. This presupposes that you have a team of workers who are capable of handling the responsibilities you may wish to entrust to them, but in the long run it will free your desk from much of the clutter that is currently making it look somewhat unprofessional.

Don’t shrug it off

Many an owner of a cluttered desk will eye it with frustration and eventually resignation, adopting the false belief that the clutter is just part of who you are, and there is not way out of this mess. Nothing could be further from the truth! A cluttered desk is nothing more than a symptom that will disappear once the root cause has been identified and dealt with. For example, once you become comfortable with your coworkers and learn to delegate responsibilities to the extent that your job description permits, you will find that big chunks of clutter will be gone. Similarly, when you refuse to keep every file on the top of your desk and instead use a movable storage system, you will soon find that only materials you are currently working on will actually take up your valuable space.

It is obvious that clutter will not disappear by itself. The biggest challenge in combating it lies not with the actual moving of files from left to right and back again, but instead with the changing of procedures. Again, clutter is merely a symptom. You may have some short term success in eradicating it, but unless you deal with the underlying issues, it will come back.

Similar

For those with a busy lifestyle and schedule, there are several different resources and tools that can help to keep you on track. Technology has begun to produce several different devices to help you to manage your time more efficiently. Some of the management devices will include list makers, time planning technology, organizing software, and calendars. No matter which type of technology you choose to use, there are several different avenues that will help you to effectively manage your time. Here are five of the top technology tools that can help you to organize your day and get off to a good start.

Handhelds and PDAs. These are handheld devices that you can put in a purse or in your pocket. They are like small computers, and are good for allowing you to organize everything any way that you like. These small handheld organizers will provide ways to manage your day effectively with such things as; a calendar, a list making system, and a way to send reminders to your self. Many of the handhelds also include word document software, spreadsheets, power point presentations, photos and even MP3s. Many also will have built in wireless technology so that you can use your internet or check your e-mail away from home. These are great devices to take anywhere with you and use as an organizing tool, instead of the paper and pencil.

Palm Portable Keyboard. This device allows you to enter text into a small device that is much like a computer. This will open into a full size keyboard, with a handheld like device at the top of it. It will then fold neatly so that you can fit it into a smaller area and take it with you. This is another technology device to use when you need to make lists, goals, appointments, or keep track of the time that you need to do things.

Life Balance. This is a software tool that you can download onto your computer. It helps you create lists as well as set goals to get certain things done. Through entering your goals, your lists, and you’re desired times, the software can then calculate what you need to get done each day. This is a technological device that helps you to learn about what you can do to improve your time management. If you need help making plans or coming up with strategies then you can use this to help set your goals. This software program can become a tool much like a life coach that helps you to keep on track with your time management.

Plans Plus. This is another type of software that you can use for your computer. It can be downloaded onto any computer that has Microsoft Outlook or Microsoft XP, and is also available for your handheld device. It comes in two different types of software programs, depending on the type of system your computer is running. It has things such as a daily task lists, appointment schedules, and a daily notes section. It also has productivity boosting features available to let you look at the types of things you need to increase your time management. Along with this software is a Franklin Covey training seminar that helps with time management. Many of the features on this software highlight the important time management skills that are taught through this course.

Time. This is a different software tool that is available for time management. It will not only help you make lists, but will also generate reports on how you are doing with your management skills. Through time registration and product sheets, you can use this program for your own personal time management skills, as well as for time management through a small company. A free test is available on the web to see if this is right for you.

These are only a few of the available software and technology products that can be used for producing effective time management skills either for personal use, or for use in the office. You can also use things such as Microsoft Outlook, etc. for basic and easier technology tools that are available.

By using technology to become organized with your time management, your daily tasks and schedule will become easier as well as more efficient. Products are continuously being made and updated for you to move forward with your time management skills.

Time management is one of the most important life skills you can have. The ability to effectively control your time wards off depression, gives you more free time, and can lead to an overall better lifestyle.

Perhaps the most effective method of using time to its fullest extent is to plan as much as possible. Many people use the old “I will engage in a task when I feel like it” method. This is not only a poor way to manage time; it is also a poor way to manage your life. It can be a great cause of stress, and it leads to procrastination. That can lead to an extensive amount of guilt. Creating a time plan, even a flexible one, helps you make good decisions about the best times and places for you to work. Time management essentially means working with intelligence, not necessarily working your self to death.

The way to start a good program of time management is to figure out what time you truly have at your disposal. It is easy to think you have more or less time than you do given the toppling amount of activities each of us tries to fit into every day. Creating a schedule of your events each week can provide you with an overall portrait of how many hours you spend working, how many hours you spend planning, and how many hours you have free. When you make your schedule, be sure to include everything that you do. Do not forget to include things like the time you spend sleeping, the time you spend in the car waiting to pick up Suzy from soccer practice, and the time you spend grocery shopping for your family. It is essential to be truthful about these things so that you can make a workable schedule for yourself.

Once you've analyzed how much time you currently spend engaging in activities, make a schedule of how much time you should spend with each activities. For example, if you sleep for eight hours each night, but you know you would function just as well on five or six hours of sleep, schedule that in. That would buy you at least two hours of time that you did not have before you started this process. Moreover, if you schedule yourself to work each night at ten, after the kids have gone to bed, but you know you will just spend that time watching the news, do not put it in the schedule. It will only get you off task. Once your new schedule is complete, make copies of it for the month. It should serve as a visual reminder of what you should be doing and when you should be doing it.

Another way of taking control of your time is to make a list of tasks you need to complete each day or week. It can also help to make long term lists. This can be far more effective than simply writing deadlines on your calendar. Be sure that you order the tasks to meet your priorities, and be sure to record a deadline that you can live with for each task.

Finally, combine your new schedule with your list each week. Decide what you will do, and where that task will fit into your schedule. Be sure to include your individual strengths and weaknesses, your habits, and your likes and dislikes in your thinking process. For example, if you intend to spend thirty minutes each day working out, but you hate exercising first thing in the morning, do not schedule it or put it on your list for that time slot. You should also tailor both your list and your schedule to your needs. If you like to be scheduled down to the minute, be sure to include that level of detail in your planning process. If you simply need to know what to get accomplished that day, do not schedule yourself more than you can handle. You should also be sure to plan a bit of flexible time into your days. Flexible time can offer you extra time if a task is left unfinished, or it can provide you leisure time if you have met all of your goals for the day.

The ins and outs of time management are really quite simple: we all have 24 hours per day, seven days per week, and about 365 days per year. Into this time we all must cram our projects, schedules, activities, and other important events. Yet don’t you wonder why some folks seem to be able to do so much and still have time left over to enjoy some free time and “smell the roses?” How do they do it? Easy! They plan for the fun time and actually make it a part of their effective time management.

Planning fun tine is crucial, since it does not “just” happen. We plan for the commute in the morning, we schedule the meeting at noon, and we schedule our lunch break, yet we do not schedule any time for snuggling on the sofa with our little princess, or reading a book to junior. Why is that? The short answer clearly is that “fun” time is supposed to happen spontaneously, and sometimes this may be the case. Yet, unless some time is allotted for it to happen, it is unlikely that it will become a constant part of our daily lives.

What exactly constitutes “fun” time? Some would refer to it as a time of relaxation, leisure, or recreation. Others see it as a time to step away from the responsibilities of life and instead allow for some personal time that only benefits themselves. Still others count hobbies or athletics as “fun” time. Who is correct? All are! “Fun” time is a time of stress reduction, and everyone experiences this differently. Some find it in the artist’s studio with a block of clay on a wheel, while others find it on a racquet ball court. Some will see it in a good book, and still others will find it in the midst of a volunteer activity. No matter what your source of “fun” time is, unless you schedule it, it will not happen.

Effective time management relies on the proper use of allotted time for many an activity, but it does not discriminate against what you choose to use the time allotments for. Hence, it is up to you to determine what will fill your day, and if you neglect the “fun” aspect, you will soon find yourself in an overwhelmed, “burned out” and most likely unproductive state that will not allow you to even finish the scheduled tasks on time. Just how important is “fun” time to effective time management?

First, most of us have some activity or hobby we enjoy. By incorporating this into your schedules, you are forced to think about and plan on spending your time wisely. Organizing your day with “fun” time in mind will also allow the other things from your daily “to do” list to find their spots on the calendar.

Secondly, by incorporating “fun” into a daily schedule, we are forced to set goals and prioritize our activities to accommodate our “fun” time. A goal should be realistic and measurable. For example, adding “make a million dollars and become famous racecar driver” if you barely clear $50,000 a year and still drive an old Hugo might not be realistic, and will lead to frustration. “Learn karate and increase earnings to $55,000” is much more realistic and will allow you to really work toward an achievable goal that will stretch you just enough to allow you to reach higher. Obviously, adding the “fun” time to the schedule adds a touch of reality to the whole endeavor.

Third, be kind to yourself and reward yourself. By allowing you to reap the fruits of your hard labor and seeing the rewards the many nights of working late have brought you, you will be refreshed and ready to go for the next challenge. You may even wish to go so far as to promise yourself a reward if you get the next raise, are sent to the next seminar, make the quota, or simply get the next contract. This system of achievement and reward will add a system of checks and balances that will help you to live happier, healthier, and stay productive much longer than others.