Marcel Legros - Play the Game of Life

If you’re like most people in the workforce, one of the most valuable skill sets to learn is managing your time and organizing your work so that you can do a great job with a minimum of anxiety. Managing your time is 90% in how you organize your work. One thing takes care of the other - it’s that simple.

In any job, whether it’s running a household or a global billion dollar business, there are two general types of workspaces:

1. Tidy, well organized, and efficient. Tasks are organized into written lists and each task is dealt with in order, according to it’s priority. Extraneous materials are out of the way but readily available. Paperwork that isn’t required for the current task is set aside and put away.
2. Reams of documents are mentally organized in piles or scattered all over the place. Everything is on the desk or counter so nothing is accidentally forgotten or ignored. Supplies are also strewn so that the owner doesn’t have to take extra time retrieving them. Many things are worked on at once in an effort to multi-task and get more work done. It looks like a bomb went off in the middle of this work area.

Mentally organized workspaces are prone to failure and breakdown. Always strive for example #1. Whether you like it or not, a messy and chaotic workspace sends a clear message to all that deal with you - you are disorganized and in over your head. People with workspace #2 always have an emotional argument: “It’s my style. I know where everything is. I’ve got a lot on the go. I have a system.” You may know where everything is, but does your co-worker or spouse? Are you working in a vacuum or are you involved in a team effort? There really is no reason to have a disastrous workplace. Mental lists are prone to failure and clutter creates anxiety.

Organizational Zen

Starts with:

• Making a list of tasks you need to do.
• Prioritizing the list according to urgency. Set a timeline for each task to be completed and how much time you will dedicate to performing it.
• Make a new list and re-prioritize frequently. Priorities must be fluid because life is constantly changing.
• Setting up a system of files and containers for your things and put everything away where it belongs. Make the system simple, intuitive, and easy to use every day. If it isn’t, things will get messy again real quick.
• Forget multi-tasking. It’s a complete myth and cannot be done. You have many things to do but you can only do one thing at a time. Clear away everything except the task you are performing and give it your full attention. If you need to change tasks before the first one is complete, that’s okay, but set a time limit for any distractions.
• The most important element of organization is learning how and when to use the trash bin. Collecting vast amounts of useless things in your workspace is your mortal enemy. Resist the temptation to keep something, “just in case you might need it” for some future date. Files directly required for business or legal reasons should be moved into storage every year. Everything else must be axed without prejudice. The rule I use is “If I haven’t used it in two years, it’s going in the garbage.” I never run into trouble using this method. You are not organizing if you don’t throw anything away.

The three rules are; make fluid prioritized lists, create a simple system of files and containers, and mercilessly throw out junk.