Please enjoy this guest blog post from Alita Bluford, an efficiency expert!
By Alita Bluford
What is the financial and psychological cost of losing things?
Part 3
Turning To Do To Done – Information Overwhelm
Are you a list maker? Scraps of paper cluttering your desk? Did you know that you don’t see them any longer after 7 days (according to psychological research) They truly become visual clutter. Or do you leave things on your desk to remember to do them? Again after 7 days, THAT system will fail also. Are you afraid to file something because you will forget where you put it? So you leave it out?
Did you lose something that you needed for an important meeting? Late for an appointment because a critical document wasn’t where you were sure that you placed it?
This type of stress is unnecessary and not only derails your day but negatively affects your self esteem. Most likely no one every taught you how to manage the overwhelming amount of information that you receive on a daily basis. Did you know that you receive over 190 pieces of information each day? Each one requiring a decision to be made on what to do with the paper? If you don’t know how to decide, you might place it on your desk to deal with later. Right? It isn’t you. How can you be expected to know something that no one ever taught you? Prioritizing, decision making….there is no one right way. The only way is one that works for you because if it isn’t easy, you won’t do it.
You need a system. One way to help yourself develop a system that works for you is to take the assessment to help you focus on what parts of your work life need to be addressed first in developing your system. Click here to take a quick 15 question assessment. http://efficiencyconsultants.com/PTAC/RevisedPEScorecard3.doc
Brain
- The average human can only store seven things in short-term memory.
- The more stressed we are, the less we remember.
- It takes the average human 20 minutes to get into flow. It also takes a nanosecond to get out of it, if we are distracted by a telephone, pager, a coworker, our own thoughts and worries.
- Studies have shown that a project that would take one hour to complete if you were not interrupted, takes an average of four hours to complete if you are interrupted.
Help is Here
- Putting a check mark next to a completed activity releases endorphins in your brain, so if you need a little pick-me-up, complete something and check it off!
- Each file drawer should have a minimum of two inches of room in it or it will be too difficult and stressful to put files into it.
- The most effective desk configuration is the U with your computer placed at the “bottom” of the U. If you are right handed the telephone should be closer to your left hand.
- If you are on the phone a great deal, get a wireless headset. Do not cradle the phone between your shoulder and ear. Arrange your work flow so it moves either left to right or right to left depending on your preference. IN box, Work in progress (in the center) and OUT box.
- If you are frequently interrupted by drop-in visitors, arrange your space so it is less inviting. Close your door; arrange your desk so your back is to your door; stand up when someone arrives; wear a headset constantly (people will think you are on the telephone and go away).
To Do List
“If you have completed the seven most important things you needed to do today, you are among the 3 percent of workers who did. Being efficient and productive involves knowing what works for you and being creative in developing system solutions that work for the entire office. Effective communication links it all together to allow problem solving, decision making and evaluating options on how to implement change in the most beneficial and least stressful fashion. Truly, it must be easier to be organized than it is to be disorganized or it won’t happen. Make your system fit your work style and that of those around you. If the work isn’t getting completed, stop and think about what is wrong with the system.
To find out more information about how your brain style, to do list and employee retention work together, check out this newly published book by Alita. Available on Amazon.com. It includes a complimentary brain style assessment! How to Keep Good Employees.
If you are serious about making a behavior change in this area, contact Alita Bluford, A Certified Professional Organizer® and Productive Environment Specialist to learn about her services and efficiency tips. She can be reached at: www.efficiencyconsultants.com or by phone at 800-852-9050.