Organizational Skills Emily Kates, Miguel Lara, Travis Dodge, Nichole Buck, Sarah Hamilton

“Some people are naturally organized, but their habits which they adopt to become organized are not that

difficult to learn” Mancini, (2003)

Words of Wisdom

Pitfalls to Organization

Strategies for Being More Organized

Time management

Traditional Managers

Organization for Managers & Leaders

Road Map

What Prevents you from being Organized?

Pitfalls of Organization

Task Management Gathering Tasks Defining Tasks Preparation

Methods Files Folders Planner Technology

Strategies for Getting More Organized

Finding Out what Needs to Be Done:

“Information flows at us continuously from email, voice mail, meetings, cellphones, mail, magazines, books, newspaper, Web, TV”

→ The trick knowing what information is valuable and what is not

Having a Method & Using it Consistently Once you receive a task write it down, set an alarm, put it in your

phone.

Whatever you do- Do it Consistently

Gathering Tasks

When Does it Need to be Done by:

Deadlines

create a sense of urgency

help prioritize which tasks are most important

“Non-time targeted tasks don’t get done! Give every task a deadline. Until you set a deadline for a project, it’s more like a wish not an action”

Someday is Not a Day of the Week!

Gathering Tasks

Involves a written plan which specifies the steps needed to achieve a desired result

You cannot plan and work at the same time

“ Suppose you wanted to build a deck, you wouldn’t buy the lumber and start sawing the wood without planning how large the deck should be”

Defining Tasks

Use your Question Words:

Who

Personal Tasks

Delegation - Do I have time? Would it be a better project for someone else?

When

Deadlines

What

What exactly needs to be done?

How

Break it down into smaller steps

Work Back from a deadline to identify the action that needs to be taken.

Defining Tasks

At the End of the Day

Tidy Up

Take 5 Minutes to clear your desk for tomorrow

Evaluate the Day

What worked, what didn’t work, what would I do differently?

Preparation

Creating a plan for Tomorrow Today

Define what needs to get done, and by when

Work in what will be done differently tomorrow

Example

Looking at schedule/planner before bed every night

Helps Determine:

What needs to be done, and when I am going to do it during the day.

Preparation

“With practice practitioners can improve their organizational skills through consistently following an organizational process and

developing positive and helpful routines and habits”(Wicker, 2009)

METHODS

Lack of consistency results in a loss of information and time

Pick a single reference tool

Help with awareness of where things are located.

Filing:

File Systems

Excessive“Is it conceivable I

might want to refer to this file in

the future?”

Always a Yes

Sensible“If I wanted this item again and I

didn’t have it, what would I do?”

Usually you’ll get along fine without

it

Physical Record Keeping

Portable - Easy to Carry Essentials

Folders

Home Folder

Pocket Files

Master List

“Reservoir or catchment basin in which you capture everything you have to do”

Daily List

“Each morning or night, create a new daily list for the day mostly including things from the master list, but also adding sporadic things that have just arisen”

Should be specific, limited, and timely

Lists with Dates

Benefits

Planners

Permanent Records

Don't Need to be Recharged

Ability to cross out once completed

Emily’s Planner

Benefits

Technology

Easy for simple routine tasks time after time

Organizing lists of items & displaying in various ways

Cloud Technology - Access anywhere, no need to bring a planner

Microsoft Office Software

No method is perfect

They all have different benefits & downfalls!

Consistency is the key!

Methods – Take Away

Instructions: You will each receive a handout that contains a few different types of

tasks to be organized for two months!

Use:

One of the techniques discussed

A hybrid technique

Your own method to organize these tasks

You can use the Calendar provided on the back, your planner, or any device you have with you!

Assume Today is November 1st!

Some Tasks Don’t have dates – Use your own judgment

You have 5 Minutes!

Time: 5 Minutes

Class Activity

Things to Note:

Not all tasks have dates – Emails, Phone calls, ASAP

Should use your judgment and assign a date yourself

Repetitive Tasks – Make sure you write-in for every date

Big Tasks – Start taxes, Organize personal Finances, Submit Quarter Reports

Probably require breaking into smaller tasks & and assigning shorter deadlines

Continually Update these lists – Planner, App, Outlook

Any Different Methods we haven’t mentioned?

Activity DeBrief

Strategies for Time Management

Setting Goals

PrioritizingScheduling

S.M.A.R.T Goals

Goal Setting

Specific What are your goals?

Measurable How will you measure your goals?

Attainable Are the goals achievable?

Realistic/ Relevant Are the goals realistic and relevant?

Tangible/Time-Bound Are the goals tangible and when will it be accomplished?

Tasks

Important and Urgent

Important and Not Urgent

Urgent but Not Important

Busy Work

Wasted Time

Priorities

Set prioritizes by:

Importance and then urgency

What are the Priorities?

To Do List

Directions

Because you don't seem to be getting as muchaccomplished as you would like, you decide to analyze youractivities for one day. You kept a record of your job routineand personal activities in 15-minute segments. Following is asummary of what you accomplished during the day.

Analyze the activities for the day and suggest some areasin which you might save time.

Organizational Skills Activity

How would you save time?

Skip breaks?

Skipping breaks will actually hurt your productivity

Different Ideas:

Supplies

One trip for all supplies

Have them delivered prior

Organize in advance

Not as many personal calls

What else can help with managing your time?

Breaking down large projects into smaller tasks

Setting a due date for yourself

What else can you do?

Traditional Management

Why are these skills important for managers?

Scheduling?

Organization?

Task management?

Discussion

Classical Functions of Management

1) Planning

2) Organizing

3) Coordinating

4) Commanding

5) Controlling

Henri Fayol (Istanbul, 29 July 1841 – Paris, 19 November 1925)

Mahoney, Jerdee, Carroll (1963, 1965)

P Planning 19%

R Representing 2%

I Investigating 26%

N Negotiating 07%

C Coordinating 21%

E Evaluating 9%

S Supervising 12%

S Staffing 5%

GE study (1957) Planning Organization Production

Stagner (1969) Organizational Planning Profitability

Boyatzis (1982) Goal setting Planning Effectiveness

Studies over the years

Hughes and Singler (1985)

Organizing

Planning

Successful vs Effective Managers Luthans (1988)

Time Spent Daily

Traditional Management

Planning

Organizing

Coordinating

Traditional Management

Skills have been known as “threshold capabilities”, Goleman, (1998)

Managerial and Leadership-styled skills combined are necessary

Functional overlap between managers and leaders

Cultural differences still prevalent

Each is used to balance one another

Managers are Leaders

Cycle between Managers and Leaders

Planning & Budgeting

• Setting Direction

Organizing & Staffing

• Aligning Vision

Providing Control & Problem Solving

• Motivating

Functional Overlap

Verma and Kamlesh (2001)

Articulate that there is a functional overlap based off of two components:

Human Factors

• Managers

• Organizing & Staffing

Interpersonal Activity

• Leaders

• Motivating

• Richard Nicolosi – P&G

Managers and Leaders have taken different approaches to organizing teams

I.E Japanese managers seen as leaders, Ravichandran (2000)

U.S, Japan, and China ,Weihrich (1990)

Cultural Differences

U.S.

•Emphasis on the Individual

•Clearly Defined Responsibilities

Japan

•Collective Approach

•Informal Organizational Team Structure

China

•Emphasis on the Individual

•Identify with the company, no team spirit

Skills Apply to Both Managers

& Leaders

Strategies for Being More Organized &

Time Management

Pitfalls of Organization

Conclusions

“The real challenge is to combine strong leadership and strong management and use each to balance the other”

Kotter, (1990)

21st Century Leadership

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