To Organize or Not?

Organization is one of the four fundamental functions of management. Seems pretty basic. When asked, most of us would say that we are organized. Some of us might say we are organized but “in our own way”. Some of us describe ourselves as “pretty” organized. Count me amongst them. Few of us will come out and really say “Hi, my name is Dean and I’m disorganized”.

Going into so many businesses and working with so many people offers me a special view of everyone else’s organization systems or lack thereof. My personal motivation and final straw was frustration in finding resources (documents) for a client that I knew I had. I was in for a rude awakening when I enlisted some help with getting “more” organized.

I used to think that my stacks were part of organization. I loved to hold onto stuff “just in case” I might need it.
I thought most of this stuff was essential. As I went through this process I realized that virtually all of my information was retrievable electronically, or horribly outdated or just not needed. In this day and age information is revised and updated so often I was really hanging on to information that was not valuable. If it’s more than six months old, it’s probably already been re-published or updated. I also have a ZIP drive back-up system for all my work-related documents. I do not need hard copies (usually multiple copies) in files. I should print them as needed – just enough and just-in-time.

What are some signs of organizational problems?
• Does it take more than just a couple minutes to put your fingers on anything?
• Does it take longer than 5 minutes to find a file or document that you “just know” you have?
• Do you find that you have stacks of work to do that just don’t seem to go away?
• Do you have stacks of stuff in your work area that you haven’t looked at today?
• Do you ever get stressed looking at all the work in front of you?
• Do you have printed materials that you have access to electronically?
• Do you have “aging” files in filing cabinets which belong in longer term storage boxes instead (i.e. past tax information)?
• Do you handle your mail more than once?
• Can someone else in your organization pick-up where you left off if you had to be out for a period of time?
• Is your prime real estate file area occupied only by the most current projects you are working on?

Only the last two items should be answered “yes”. Otherwise, there is a problem with your ability to stay organized. Now, I need to give credit for some of these insights into organizing to Valerie Simpson, an organizational specialist.

So, I’m a recovering “pretty organized” person. I use prime real estate appropriately. I reduced two file cabinets (eight drawers) into four drawers. My stacks are down. And I have a filing labeling system that really works! After dedicating a total of about 12 hours of work, the difference is amazing. Remember, time is money. I think that the question everyone should ask themselves is whether searching for data is the best use of your time. Are you paid to look for information or are you paid to provide a service, manage a department or run a company?


Do you think you need help with organization? Perhaps you know someone who needs to get organized. Get them the gift that keeps on giving – organization. Well, there are solutions. If you would like to get in touch with Valerie, please go to her website: www.projectmanagerforyourlife.com.

Enter this code: MINDS110804

I take pride in keeping top notch service referrals as part of my network for my clients.