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Lesson 2. Easy Organizing Basics - Pg. 5

5 Chapter 2. Easy Organizing Basics In this lesson, you will learn how to become a task master by identifying organizational problems and acting on them accordingly. Getting Started Every day of our lives is filled with tasks. Some are daily, such as brushing your teeth, taking a bath, and putting on your clothes. Others happen weekly, monthly, or less often. Examples include paying the bills, going to church, collecting a paycheck, or getting that annual checkup. Finally those tasks for which, generally, we are not prepared. No one wants to think of going to the hospital. And, whether we anticipate it or not, there are those words from the mouths of our children, "Mom, Dad, I'm going to get married." Tip We need to be prepared for what the world hands us. Living an organized life helps prepare you not only for planned events, but also for the unexpected. Where do we begin to get organized? Ground zero. Get out two of the most common instruments of organization--a pencil and paper. You are going to begin learning the basics of becoming a taskmaster. You can start with the essential formula for becoming organized: Organization = Planning + Routine + Refinement This may seem simple, but it does work. Tip Close the door and let the machine take your calls. Getting organized requires the time and space to concentrate. Planning the Day Ahead The best place to begin is at the office, whether at home or work. Get out that pencil and paper, and begin developing a task matrix like the following: # 1 2 3 4 5 6 Task Open and respond to postal mail Open and respond to e-mail Give work assignments to staff Review daily work in progress Plan staff assignments for next day Plan monthly calendar Time 30 minutes 30 minutes 30 minutes 1 hour 1 hour 1 hour Due 2 p.m. 10 a.m. 9 a.m. 4 p.m. 4:30 p.m. 1 p.m. Fill in a list of all the tasks you are expected to start and complete every day on the job.