Do you constantly feel like you're running behind? Are you always scrambling to find your keys or your phone? You have a lot on your plate. It's difficult to strike a balance between work and personal life. Spreading yourself too thin makes it feel like you're evaporating.
That's how most of us feel, too. However, not all of us have the same perspective. Those who are the most organized aren't. They have a system that works for them and they stick to it.
Author and neurologist Daniel J. Levitin says VIPs he's met don't appear to be disorganized and agitated.
"They're not hurriedly juggling nine tasks and stressing about getting done by 7 p.m. They're calm, relaxed, and in the moment."
Since these things are being taken care of by others, the VIP can remain "at the moment," and it's easy to see why.
To be honest, that must be good because you and I are constantly multitasking and squeezing everything into a small period to get it all done.
Nevertheless, you can be like that as well. And it doesn't necessitate a team of 10.
The Advantages of Keeping Things Organized
How great is it to get your #*@ together?
As a result, you'll have a clearer idea of what you want to accomplish, be better at prioritizing your work, and be able to accomplish your goals faster.
You'll be able to better manage your time, work more efficiently, and get more done.
There is less stress and more balance in your life as a result of these changes.
You may even find that you have more energy and enthusiasm once you have escaped the chaos of your daily life.
That sounds about right, doesn't it?
So, tell me, who is your assistant? That's you. That leaves only one question: Who is the "VIP?" That's you. You have my full support in developing a dual personality.
You don't have to be the President of the United States to be cool and calm. All it takes is a little planning.
We just need to set up a few things before we go. This is how it works: Take the first step.
The VIP's mind is blank. This is a good thing.
The President of the United States isn't scrambling to recall what he has on his agenda.
He has delegated all of the tasks that follow so that he may focus solely on the task at hand.
Even though you don't have a team of assistants, there is still a key principle you may use: Get it out of your mind.
When it comes to being efficient and organized, there is a certain amount of planning involved (no matter how effortless it may seem). Therefore, we can't stress enough how important it is to keep detailed lists of everything that needs to be done to stay organized.
If you prefer to write things down, you can keep a notebook with you at all times, or you can use your phone's calendar or Notes function. Stay on top of projects by updating your list as you go!
No matter what you are doing, if it's on your to-do list and you're not actively working on it now, get it out of your mind.
If you've never heard the term "mind sweep," I'll define it for you: It's a technique that allows us to write down every single thing in our minds, whether it's a grocery list or something else we believe is important.
This frees up space in our minds so that they can concentrate on the task at hand. Keeping things organized will help you stay focused and productive. It'll allow you to get more done with less effort.
All your worries, concerns, and errands are gathered in one spot.
It's just one. It's not dispersed across a notebook at home, an iPad at work, email threads, and post-its on your monitor.
That scattering causes you to question if you've overlooked something, and study shows that it causes anxiety.
According to a study in the Journal of Neuroscience, it takes at least 15 minutes for your brain to focus on something new. And since you're constantly switching between tasks and looking at irrelevant things, your mind is never fully focused on one thing at once.
This leads to greater stress levels because we don't have enough time or energy to keep track of everything.
It's a simple principle: Less is more.
So, make a list of everything you need to do. After that, David Allen, author of Getting Things Done, suggests breaking it down into four categories:
Take charge of it
Put it off till later.
It's time to get rid of it.
You'll know exactly what you need to accomplish and where to find it when you have these lists. A huge step toward VIP cool is simply possessing that list.
Why is this so effective? It's all based on some cutting-edge research in neurology. "Rehearsal loops" can be broken by writing things down.
As a VIP, how do you get through the day?
"It is time for your next meeting, Mr. President."
A presidential watch check is a rare occurrence. Assistants notify him when it's time to leave, and he follows their instructions meticulously.
Even if you don't have personal assistants, you can set reminders and alarms on your smartphone.
"Reminders can also help you keep track of your schedule and plan for the future. One of the keys to effectively managing time in the present is to foresee future requirements so that you aren't constantly trying to catch up." - The Organized Mind: Thinking Straight in the Age of Information Overload
Those who are more organized are more likely to be prepared for most situations. This, of course, necessitates good time management skills. The only way to stay on top of things is to know how much time you have to complete a task and to leave yourself enough time to do so.
It's important to plan ahead.
The irony is that your phone is likely to interrupt you with meaningless texts, emails, and status updates, but not with the most critical tasks for the day.
Having our calendars so well-planned in advance is a luxury that few of us can afford to indulge in daily.
What's the deal? To-do lists and alarms are incompatible.
We need to get better at planning our days if we want to be more productive.
"But I never have enough time!" you might say. "How can I possibly plan my day when there are so many unpredictable things that come up?"
The answer is simple: You can't, and you shouldn't try to.
You'll be more productive if you stop trying to control everything and start focusing on what's important.
"The most effective way to reduce stress is not to try to control everything, but rather to let go of the things we can't control and focus our energy on the things we can." - The Power of Now: A Guide to Spiritual Enlightenment
That's why the only way to get more work done is to focus on what's important.
It means working smarter, not harder.
"Scheduling makes you think about how much time you have and how long things will take. There is a good use for every free hour you have at work. You not only get more work done, but you can put it where you can do it best." - Cal Newport
Having a set amount of time to do something makes it less likely that you'll put it off.
Afterward, you can be the VIP. Alarms let you keep your mind at ease because you know you'll be reminded of the next thing.
You can still deal with interruptions even if you don't have a Secret Service team to keep people out of your office.
Organize the Filtering Process
Every morning, the President receives a top-secret document containing all the information he needs from the agencies below him.
A document's content isn't what matters, but what it doesn't include. Ten kitten images and a thousand irrelevant emails later, you've posted 50 status updates and 100 tweets.
He can concentrate on the important things since he isn't distracted by the trivial. With so much information, you may find yourself feeling overwhelmed.
Even though you have a certain amount of time, your attention is priceless. You don't need as much information as before. It is important to have high-quality filters too. help you through the decision-making process.
"The first step is to realize that you can't do everything and that some things are more important than others." - The Power of Less: The Fine Art of Limiting Yourself to the Essential...in Business and Life
Avoid putting off necessary tasks if you want to maintain your sense of order. Whether it's putting away laundry or completing a large home improvement project, a well-organized individual never wastes time. However, if you're feeling overwhelmed, you can always move a few items from this week's to-do list to the next week's list.
Instead of procrastinating endlessly, the key is to adopt a "do it right now" attitude. This adjustment may be more difficult than it appears, but it could save your life.
You need to learn how to say no.
This will free up space for you to do what's important.
"The more things you say yes to, the less time and energy you have available for the few that matter." - Simple, Not Easy: Reflections on a Life Worth Living
When we learn how to filter our information sources, it becomes easier to focus. We can't let everything that comes our way control us.
We need to be more selective with the things we allow into our lives. We can't do everything, and that's okay.
"The ability to focus is more important than ever before because distractions are everywhere." - The Organized Mind: Thinking Straight in the Age of Information Overload
There are always distractions around us.
These help us set priorities and spend time on what's truly important to us, rather than wasting our energy on things that don't matter.
Put yourself in a position where you will be unable to be reached and complete quality work.
Not everyone can do that. It's clear to me now. There's nothing to worry about. However, those who complain that technology has left them with an abundance of data are misusing it.
Handle all communications in specified “batches“: a set time when you check email, voicemail, etc.
It's a common refrain to hear, "I'm not capable of it." But you may be able to do more than you think, especially in the early and late hours of the day.
Possibly, your manager expects you to be extraordinarily responsive. Fine. Put in place an email filter to ensure that only messages from the boss are received right away.
"The way to get started is to quit talking and begin doing." - Walt Disney Company
You can't do everything. But that doesn't mean you can't do anything. It's time for action, not excuses.
Doing something will give you real-world experience and help you determine if it's right for you or not.
The greater your leverage of the system, the more productive you become.
"Value is not intrinsic to things; it's imposed on them by people." - Adam Smith, The Wealth of Nations (1776) Time management is an invention of modern life It's impossible to have complete control over everything in your life. It's easy to say that you're busy.
But what exactly are you busy doing?
What Are You Busy Doing?
You have to learn how to spend your time profitably, not just productively. It's a lot easier when the bills and deadlines keep coming in, but it can be done.
Now that you've set up reminders and filters, you can relax and enjoy your day without worrying.
Just getting started at work reveals that there is still a lot to do. When faced with so many options, how do you maintain your composure?
Astonishing Power of "Good Enough"
Little decisions aren't in the President's portfolio. He doesn't have to worry about them since he has tens of thousands of people working for him to take care of them.
Because you don't have a large staff behind you (or none at all), you must make all of your own decisions, both professionally and personally.
"You can do anything once you stop trying to do everything," as I have previously stated. You'll suffer a nervous breakdown if you're a perfectionist.
Make the most of your limited authority to decide on the things that matter. There should be nothing else to worry about besides that.
When it comes to clutter, having a place for everything is especially helpful for those of us who tend to leave clothing and other miscellaneous items lying around the house. Everything in your home should have a designated spot, and everything should be put back where it belongs. You'll be amazed at how much time and effort you'll save in the long run if you just take a few extra seconds to put something away.
The satisficing definition: It's the knack for quickly deciding on an alternative that's "enough." Furthermore, studies demonstrate that it's the best route to success - and contentment.
Make a list of the items you can delegate, and then have someone else do them for you. The time savings will be immense.
You'll realize that delegating tasks isn't as hard as it sounds when you follow these steps:
Find out what others are doing with their free time. You may discover that they want to help but just don't know-how.
Eliminate distractions and simplify your workday by batching related activities together.
Create systems that will take care of the little things for you, so you're not constantly wasting time on unnecessary tasks.
"In an age of too much information, one must develop a capacity for discernment." - Epictetus
It's impossible to do everything. But that doesn't mean you can't do anything. It's time for action, not excuses.
Doing something will give you real-world experience and help you determine if it's right for you or not. And remember: the greater your leverage of the system, the more productive you become.
"Value is not intrinsic to things; it's imposed on them by people." - Adam Smith, The Wealth of Nations (1776) Time management is an invention of modern life It's impossible to have complete control over everything in your life. It's easy to say that you're busy.
But what exactly are you busy doing?
What Are You Busy Doing?
You have to learn how to spend your time profitably, not just productively. It's a lot easier when the bills and deadlines keep coming in, but it can be done. Now that you've set up reminders and filters, you can relax and enjoy your day without worrying. Just getting started at work reveals that there is still a lot to do.
Are you at risk of losing your job as a result of this decision? No? Then go with the "good enough" option and focus on the most important aspects of your project.
In the middle of the day, your boss's priorities shift. Your to-do list is getting longer and longer. Is it possible that this will not put a wrench in your meticulously planned strategy?
"Mr. President, There's something Happened..."
The Commander-in-Chief can move effortlessly since his aides have already changed the day's plans. So he maintains his cool.
If you want to stay cool, all you have to do is put forth some effort. You'll be confronted with new and shifting priorities, and you'll need to process and adjust.
Always have a notebook on hand to jot down any new ideas or tasks that come to mind.
You'll also require periods of "active sorting" where you reorganize the list from your "brain dump" throughout the day. This will help you feel less overwhelmed while keeping things manageable.
It's time to get started on the items at the top of your list, as well as any other tasks that need immediate attention.
Apply the Eisenhower Matrix after you've updated your list.
It's much easier to tackle the list systematically after you've determined which category each item belongs to.
Your schedule is in order, you've cleared your head of any distractions, and now you're ready to concentrate... What's next?
The War Room Is Your Best Friend
The President's desk has been photographed before. Where do all of the papers and 1000 misplaced post-its go? No.
According to studies, working at a desk that resembles the aftermath of a natural disaster reduces your productivity.
A separate work location isn't required, but when you're the VIP, it's time to stop preparing and focus on the task at hand.
Now that you know some of the habits of highly organized people, start implementing them into your own life. You'll be able to get more done in less time and feel less overwhelmed by everything that needs to be done. And remember, an organization is an ongoing process—it's never really "finished." Start with one or two of these habits and work your way up.
Time management expert Tim Ferriss claims that achieving a state of focus is simply a matter of eliminating sources of interruptions.
Your VIP work area must have everything the VIP requires. And that's it.
"Making the things you use regularly apparent and hiding those you don't is an important cognitive psychology discovery." - The Organized Mind: Thinking Straight in the Age of Information Overload
But I don't have two offices, someone is already yelling at me! There isn't much of one!
It's not a question of physical space, but rather of mental space. The VIP works on the couch while you plan at your workstation.
Your desktop computer may be used for prepping, but your iPad is used by the VIP (which deliberately lacks apps for Facebook, Twitter, etc.)
While working with VIPs, you want nothing more than the essentials.
What you need to do should be simple, and what you don't need to do should be difficult, depending on your immediate surroundings.
So, how can we make it all work?
Finally, let's recap
The following are the measures to become as well-organized and composed as the President:
- A single document will help you organize and prioritize all of your tasks.
- Assign a date to everything and set an alarm to remind you when it's due.
- Only receive the information you need at the time you need it by using "batching" and filters.
- Make the small decisions "good enough" so that you may focus on the larger ones.
- New things should be routinely gathered, triaged, and prioritized.
- Keep only what you need in your "War Room" - and nothing else.
Technology has advanced significantly, making it possible to harness its power while maintaining your composure and achieving tremendous goals.
At first, it's a challenge. And, of course, you'll stumble along the way as well. To get the most out of it, you'll have to edit and adjust it. However, over time, you'll develop a system that works for you
What every VIP knows is that you'll learn the lesson.
There's no greater challenge than mastering your mind. Once you can do that, you'll be able to take on any obstacle.
The Bonus
One of the best things about these suggestions is that you can use them in any area of your life.
Take a look at the framework again and see if you can use these habits to keep your house from being mistaken for a nuclear disaster site.
Your study schedule, your goals for the year ahead, how you use your cell phone or computer, how you interact with family, friends, and coworkers are all examples of how this could be applied.
It also applies to the way your brain stores information.
The most effective memorization methods are frequently compared to a well-organized file cabinet. When you learn something new, you store it in a designated location for future reference.
The six habits of highly organized people can be applied to anything, as previously stated:)
