On Top of It:
Organization to Keep Stress in Check |
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It's Monday morning and you come into work rested and ready to tackle all of the projects for the week ahead. Things are going great until you find yourself simultaneously trying to search for a missing document, answer the phone, and looking at your co-worker's baby pictures. All of a sudden it is lunchtime and you're no closer to finishing that assignment than you were when you left it on Friday.
Finding Focus
If any of this sounds familiar, you're not alone: recent research suggests that workplace distractions eat up an average of 2.1 hours a day and that multi-taskers are actually less efficient than those who concentrate on one thing at a time. With growing demands and shrinking resources, however, it's no wonder 80 per cent of those in the workforce say they feel overwhelmed at work. This type of pressure is not only physically exhausting, but can also take its toll on your emotional and mental health.
How can you make the most of your time at work? Organization and prioritization can help keep your stress in check.
Make a list and check it twice. One of the best ways to keep your daily duties in line is to make a list of everything you need to do that day and actually cross the task off when you have finished it. Physically being able to see your tasks all in one place will prevent you from forgetting anything and the act of crossing something off when done creates a sense of accomplishment.
Crossing off your entire list in a day becomes a goal that you can work towards as the day progresses, increasing productivity and reducing stress. Don't, however, become overwhelmed by a long list covering all of the work for a whole week. Make things manageable and take it one day at a time.
Rate and rank. You can make things even easier for yourself by looking at the jobs you have and assigning an order in which to complete them. Take the most important assignment and get it out of the way first instead of putting it off until later (even if it's tedious) to avoid the pitfalls of procrastination.
Tidy up time. Having a clear and tidy work space can help you stay organized and efficient on the job. Searching for something not only wastes time, but can also create frustration, stress and panic, negatively affecting your mindset and mood. Take the time to schedule 15 minutes for yourself at the end of the work week to tidy up your work area: doing so will ease your mind and can help you set yourself up for success.
File away. One recent study revealed that up to 30 per cent of an employee's daily time is wasted looking for lost documents. Consistently filing papers in their proper place may seem tedious but ensuring it's done at the end of every work day only takes a few minutes and can save much more time in the future.
Tune out technology. Constant e-mails and phone calls have become the greatest time thieves of the work day. Based on trends, it's predicted that by 2009, workers are going to be dedicating 41 per cent of their time to e-mail management. If possible, try to tune out the distractions of technology by blocking off a specific amount of time to track phone messages and e-mail rather than constantly checking in throughout the day. Also cut out stress by leaving your cell phone or BlackBerry at your desk while on lunch and relax during breaks.
Divert distractions. If it looks like you have a busy day ahead, don't be afraid to politely let your co-workers know it. Verbalizing your stress and workload in a light-hearted way will let those around you know to hold off on telling you about their favorite show or asking you to take a coffee break. Decrease your stress levels even further by closing the door or moving to a quieter space where you're less likely to be interrupted.
By staying organized and learning to effectively prioritize, you'll operate more efficiently, feel less bogged down by nagging work pressures and-ultimately-have more time to enjoy your down time away from work.
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