Get Organized: Tips for Messy Managers

Over the past few weeks, I've had a couple of my clients comment on how organized I am.  My first thought was to laugh, after all, they don't get to see my messy office with big piles of paper everywhere and facilitation supplies strewn across the carpet. (Note to self, don't store scissors on the chair and then sit down in the dark...)  But when it comes to my project work I am meticulous for the simple fact that because of my "messy" nature I know that I need a system or things will fall through the cracks.  Here is some of what works for me.

So here are five tips for how to keep your work organized if you're naturally messy.

1.  Spend the last 20 minutes of each day planning your next day. - This is one of the secrets to my success.  When I wake up in the morning I have everything I'll need that day sitting in a tidy pile on top of my otherwise messy desk.  Driving directions, agendas for meetings, copies of documents for clients, even the numbers of people I need to call.  On the days I forget to do this, my productivity suffers.

Bonus Tip: Enter the phone numbers of the people you are meeting with into your PDA or Cell phone the night before in case you are running late or get lost.

2. Embrace your style- After years of trying to use filing cabinets in vain, now I simply keep big piles on my desk and label them with sticky notes.  Every few weeks I purge them and recycle or shred the extra material.   This may not work for a neatnik, but for me I've learned to appreciate going with my natural style instead of going against it.

3. For projects, use a binder - I have a three ring binder for every major "project" I undertake, and I use sticky "write on" tabs to keep the sections organized.  That way when I head out to a meeting I simply grab the binder and go.  Everything is in one place.  When the project is over, I translate any important information to electronic format and then shred or recycle the contents.  The binders get re-used.

4. Avoid duplication- Keep only ONE to-do list and ONE calendar.  I use outlook for everything now, and synchronize the calendar on my PDA.  I keep personal and work appointments in the same system to avoid keeping duplicate systems.  Whether you use paper or electrons, avoid duplication.

5. Store Things in Email- I send out agendas over email, and then follow up with meeting notes over email.  I store these messages in folders by client or category and back up my email file regularly to a secure location.  Why keep separate records (print or file) of these communications when you can easily find them in your email archives?

I'm no organizing expert, but these are a few things that have worked well for me.  Rather than copy me however, I think it is best for everyone to find a system that works well for them.  What organization tips do you have to share?  Leave a comment and help us all get a bit smarter.

For those who love organizing, I recommend the book Getting Things Done by David Allen. 

Comments

[Steve Roesler]

Cheri,

You have no idea how comforting this little post is.

After 30 years of consulting I've always looked at my office and my "system" and wondered why it doesn't look as spiffy as my client work. Now I know: I had implemented the as-yet-unknown Baker Method:-)

Your million-dollar line: "...it is best for everyone to find a system that works well for them."

Sometimes you just have to make one up.

Thanks, Cheri.

[Cheri]

Thanks for your comment Steve. Us "messy pile people" need to stick together. :)

Cheri