Action items are a type of paperwork that needs attention, like reminders of appointments, or a bill that’s coming due.
One common mistake people make when organizing their paperwork is keeping action items out to help them remember. Put away the paper and keep the reminder. Keeping an action item on your desk leads to clutter. Have a specific place for action items, so you know where to look for them when it is time to take that action.
Have a reminder system in place. You can set a reminder on your phone, write it in a paper planner, or use one of the action item systems below, and put the paper away.
Use the 2-minute rule – if it will take less than 2 minutes to do it, do it now. It’s not worth your time to file it. Set the reminder, and find it again – just do it!
I have four suggested methods for prioritizing paperwork in increasing complexity: an in/out tray, a 3-level priority system, Steven Covey’s quadrant method, and tickler files. Use the one that suits you best and is going to be the easiest for you to maintain. Remember the point is not to organize the paperwork, the point is to take action on your paperwork.
In/Out Tray
In/Out Tray: An in/out tray is a very simple way to keep track of action items. When you have a task to complete or a reminder of something due, it goes in the In tray. Once completed, move it to the Out tray. You can always look in your In tray to remind you of what you need to accomplish.
3-Level Priority System
3-Level Priority System: There are many ways to do a 3-level priority system, according to what works for you. Create three folders and label them based on level of importance or urgency. Hot/Warm/Cold, Do Now/Do Soon/Do Someday, Today/This Week/Next Week, and Red/Yellow/Blue are just a few ways to label these folders.
This kind of system breaks down action items into easy-to-understand categories. That way, you can see at a glance what needs your attention.
Tickler Files
Tickler Files: Tickler files – file folders labeled with dates – are a great way to keep action item paperwork accessible and organized. Here are two ways to use them:
8 Folders By Week: This system consists of one folder for each day of the week and one folder for the next week or later. As you go through the week, complete items in the appropriate folder. Once a week, review the items in the “next week” folder, then decide when to do them in the coming week.
43 Folders By Month: This is a more detailed system consisting of 31 folders (one for each day of the month) plus 12 folders (one for each upcoming month). At the beginning of the month, review all items in the monthly folder and sort them depending on which day you want to do them. Complete items in daily folders daily to keep on top of your action items.
The Quadrant Method
Stephen Covey’s Quadrant Method: Stephen Covey, author of The 7 Habits of Highly Effective People, had a simple way of categorizing tasks based on urgency and importance, and this works with paperwork too. The infographic below shows how to use this system.
Using these strategies, you can organize your action items and work more effectively! Which of these do you think you’ll try when you’re prioritizing action items?
Stock your desk with these essential tools and supplies to make working simpler and easier!
Your Favorite Writing Instrument
Uni-Ball 4-Pack: $12.09. Montblanc PIX Black Rollerball: $315.00
Do you have a favorite pen, pencil, or fountain pen? Make a home for it on your desk. Always put it back in its home when you’re done with it, and it’ll never get lost! (Pro tip: that’s true with all of your belongings.)
Keeping track of one pen or pencil is easier than keeping track of a bunch. That’s the secret of minimalism and sustainability! Living simply with fewer possessions lets you have favorites, and choose higher-quality things that will last longer.
I love a good rollerball pen like these from Uni-Ball! Or, if you want to totally splurge on your one-and-only work pen, Montblancs exist, too.
A Printer/Scanner
It usually makes sense to put your printer/scanner on the dominant hand side of the desk. It’s easier to operate that way and if you have it just in reach, you still have space for project items in front of you. It’s okay to place it slightly out of reach so that it gives you a break from sitting.
A good arrangement for your desk not only makes work easier and more enjoyable, it makes it better for your body! Don’t let pain and discomfort distract you from your work.
The New York Times article7 Things You Need for an Ergonomically Correct Workstationhas this to say about an ergonomic setup. When you’re using your keyboard, “your arms and wrists would be in a neutral position: parallel to the floor or angled down toward your lap to reduce strain.” Test it out at your desk! If your arms aren’t parallel for angled downward, you can raise your sitting position, or lower your keyboard using a pull-out shelf.
For your monitor, make sure “your eye level is about 2 to 3 inches below the top of the screen and about an arm’s length away.” That will help keep your neck straight and avoid a lot of backaches!
Look into ergonomic keyboards, too! They’re available in a wide range of prices. This one from Microsoft is a well-reviewed, inexpensive option. Split keyboards like this one from Kinesis Gaming offer more customization options.
There is also always, of course, the super extra option. Ergodox makes seriously cool, seriously fun-to-use keyboards that can be configured in tons of ways, including raising the keyboard up and down depending on where you’re using it.
Have a Clear Space in Front of You
Keep a space in front of you clear from distractions or extra clutter. That gives you space to create, and a place to put materials relating to the task at hand. If you’re working digitally on several projects, consider using different desktop views for different projects.
For instructions on working with Mac spaces, click here!
For instructions on working with Windows virtual desktops, click here!
Whether your desk is at the office or at the home office, it’s a place where productivity is key. But if your desk (like many desks) holds too much paperwork, how the heck do you get anything done?
Over the next four weeks, I’ll show you my expert tips for turning your desk from cluttered to calm. That way you can focus and do your best work! Let’s start with paperwork.
There are three major traps that people fall into when it comes to their desk. Do any of these sound like you?
Trap 1: Wanting everything at hand.
While a Homer-Simpson-esque desk setup where all the buttons and knobs are within arm’s reach sounds nice, it’s actually very good for you to have to get up to get things. According to the University of Michigan Human Resources, you should get up and move around “approximately three minutes every 30 – 60 minutes.” If your printer is a few steps away, turn printing into a mini-break and get your body moving.
It’s also good to have some room around you! You can stretch out and actually do things with your desk. If you have everything you could possibly need on your desk at once, where do you put your coffee?
How do you leave the house in the morning? Are you calm? Are you able to quickly pick up the things you need as you go out the door? Or do you run around, frantically trying to remember where you put your keys last night and forgetting your lunch on the kitchen counter?
If you have children, or need to coordinate with other people leaving the house, the difficulties are multiplied, sometimes exponentially!
So what can help you get out the door with the minimum of fuss and maximum of efficiency? I heard of one woman who was able to get her and her children out the door in 25 minutes in the morning – that’s efficiency. I confess, I like to have more time in the morning to do a few things around the house before I leave.
So what do you need to do to make your morning routine easier on yourself? Ask yourself what it would be like to leave calmly. What sorts of things would you do? How much time do you need to leave for various tasks? What things could you do ahead of time?
Here are some ideas if you are stuck.
The Night Before
Set out clothes, including ironing them if necessary
Prepare lunches, or at least gather together any uncut items – whole fruit, carrot sticks, cheese sticks, crackers, etc. – and put them in their containers or baggies.
Gather any items you will need for the next day- homework, permission slips, items for running errands, meeting materials, etc. – and put them in your bag/briefcase near the door.
I’ve written before about the best way to keep your digital files organized. Today I’d like to go a little deeper into one of those topics: using search to find files on your computer!
It’s important to keep your digital files organized in a folder/subfolder system! However, the old method of clicking through those files to find what you need is outdated. Keeping your files organized saves space on your hard drive and makes all methods of file retrieval easier, but using your computer’s built-in search function is now faster than the point-and-click route. Here are my best practices for using search to find what you need quickly and efficiently.
How to Use Search
Mac and Windows each have their own built-in search functions, and they operate in similar ways. Much like an internet search engine, you type your keywords into a search bar to find what you’re looking for.
On Mac, the global search function is called Spotlight Search. You can also look for files directly in the Finder system. To open up the Spotlight, click the Spotlight icon, or press Command + Space. Then enter your keywords to search. For some more information on how to use Mac’s Spotlight Search, click here.
Windows has its own search in the task bar, or you can press Windows + S, and enter your keywords from there. More instructions on using it can be found here.
