Insights

03 30 2017

In my role as a Project Manager at StratComm, I have adopted organization practices that have increased my productivity and lowered my stress, and these practices have seeped into all parts of my life.

Today, I share with you a few thoughts about how to become more organized:

Planner Ahead!

All day I am surrounded by technology, so it might seem natural to do my planning digitally. However, the key to my personal organization has actually been a physical planner book. Between work and home, the to-do lists pile up, making it difficult to prioritize and plan. My planner allows me to jot down an idea or cross off a task—on paper. I am often early and prepared for meetings because I have written down my thoughts, reminders, and to-dos in my personal organization bible. Plus, it’s a nice break for my eyes after staring at screens all day!

Respond Early…

I used to let emails and text messages pile up. The only real reason was procrastination. Why, oh why, did it feel so good to put it off? Either way, it often took a follow-up message to remind me that I needed to respond. After working with clients and partners at StratComm, I’ve realized the importance of a prompt response. And by responding early, I allow others to stay organized as well.

…And Always

Sometimes I get a question that I don’t have the answer to. Should I, a) let it sit and collect dust in my inbox while I try to find the answer, or b) respond, even though I don’t have the answer? I used to think that option “A” was the way to go, but waiting often meant forgetting, and questions left unanswered. I have found that always responding is key. It lets the other person know that I have received their message and I am working on an answer—and that I care about their time.

Timing is Everything

This was a practice that took a while to sink in, but has become massively important in my both my personal and professional life. Providing others with a timeframe is essential to keeping people and projects on task. As a Project Manager, I am often in charge of creating and maintaining schedules. By creating a timeline with dates for deliveries, approvals, and rounds of revisions, every member of the team can see how missed deadlines impact everyone. As well, since I now respond early and always, I make sure I provide this information so others know when to check in with me and they can plan accordingly.

Everything Needs a Place

As I began to work on multiple projects at StratComm, my inbox began to overflow. I realized the importance of creating and organizing my inbox folders (and folders inside of folders!). By creating a filing system, I can quickly access the history of a project or a specific document. This translated into my personal life. Bills, forms, and applications used to sit on a table at home, and I wasn’t always aware of what was junk mail and what was higher priority. I created file folders and a tabbing system to organize my important paperwork. Now, cable bills are not missed and project deadlines are not forgotten!

Be a Team Player and Everyone Wins

I used to wait for assignments; if no one asked for help, I assumed I was not needed. However, as a Project Manager I have learned the importance of communicating with my team from the outset to find out how I can help. Being part of a small business, I have found that I can help my coworkers in many ways that lighten the load for all of us. This is true in my personal life as well. Whether its offering to type up meeting notes at work or asking my roommate if she needs help carrying boxes to the basement, my offer to help promotes comradery and strengthens the team—and I have team members who want to return the favor later when I am underwater.

The work I do every day at StratComm has impacted who I am as a person and taught me the importance of timeliness and organization. The lessons I’ve learned here have made me a better coworker, Project Manager, and friend. However, I am always on the lookout for new tips. What are some ways that you stay organized? 

AUTHOR

Kayla Foley
Project Manager at StratComm