Savvy Organizing Tools for Busy Professionals

A calendar/planner is ultimately a MUST for any professional in today’s world. No matter what the profession, having a day-to-day plan and task list are essential for success. (I truly don’t know how anyone gets anything done without writing it down!) A good calendar or planner allows you to write out a strategy for each day by noting what tasks must be completed, along with any deadlines. You can also note any important events coming up, special projects, contact information, future deadlines, etc.

Calendar apps, such as Google Calendar, are also helpful tools. These apps can keep track of personal and professional calendars but are also perfect when you need to create and share calendars with team members and coworkers. A shared calendar ensures that all team members are on the same page and promotes healthy work relationships and successful collaboration.

Having a timer on hand at work can be especially useful for those with ADHD but can come in handy for anyone. Working in designated sections of time can help immensely with productivity, as it keeps you focused and on task.

There are many timer apps available; however, a physical timer can better help by limiting any extra distractions that may come with using mobile phones or electronic devices. We like this timer , but use what you think will work best for you!

One aspect of mobile phones and technology that IS helpful for busy professionals are the apps available with “reminder” features. These apps allow you to set reminders for yourself in advance (days, months, years) so that you never miss an important deadline or event. The notification can then be setup to alert you on multiple platforms, including your mobile phone, smart watch, and computer (via email). You can often even set up multiple alerts at staggered times. It’s certainly harder to forget something when the reminder is (literally) in the palm of your hand!

Using a program such as Excel or Google Doc can help you keep track of your progress, per project. There are plenty of spreadsheet programs that you can use, available online or through programs installed on your desktop/laptop. One of the best ways to meet both self-directed and assigned deadlines is to use a spreadsheet to track your time spent on tasks related to a project. You can also use a spreadsheet to track the progress (or duties) of any other individuals who may be working on a project with you.

Keeping your workspace clutter free is essential in keeping you focused and productive! Using a desk organizer to hold your most often used stationary, staples, paper clips, pens/highlighters, etc. will allow you to locate items quickly and with ease. We love this desktop organizer because it not only will hold larger stationary and files in arms reach, but it includes a drawer for smaller items as well! Another great choice, especially considering it has five color options, is this multi-level organizer .

Don’t forget about the *inside* of your desk!! Drawer Organization plays just as important a role in productivity as the top of your desk; even if you are the only one that sees inside those drawers full of supplies!

For some, playing music or having calming background noise can help limit distractions and keep the focus on the task at hand. While not suitable in every work situation or environment, having noise-cancelling headphones or earbuds can also be a useful tool to help you concentrate. Today there are also many themed “lo-fi” music channels you can play from free-for-use platforms, or use to create yourself a custom “productivity playlist” specifically for work.

There are countless filing systems available in the world, both digital and physical, but you’ll need to determine which works best for you. It may take some trial and error to find the best fit so don’t be afraid to scrap one system and try another if you aren’t seeing the result you want. A combination of both digital files and physical filing works well for many. Labeled folders and/or binders are a great way of keeping important documents organized. (You can also color code coordinating files!) If you’re better organized with physical systems, the aforementioned desk organizers can be helpful for everyday papers (action items, finished paperwork, etc.). You may also want to consider getting a stacking paper tray so you can file as you go, have all documents easily accessible, and keep track of paperwork you’ve already completed.

Platforms such as Asana and HubSpot are great digital platforms for keeping track of and managing professional projects. These platforms can help you organize client information, tasks, team member roles, etc. Dropbox is another great digital tool for either the workplace or home for storing and managing photos or documents. Most CRM (customer relationship management) and project management software platforms have both a free and paid subscription options.

If you’re on a mission to make the most of your workday, having digital, physical, and organizational tools at-the-ready will lead to success as a professional in today’s business culture. Simply having the tools such as a calendar app, timer, or headphones is the first step. The second is combining the use of those tools to create a personalized system that best cultivates your professional skills in your workplace. If you obtain and combine the above tools, you will see an increase in your productivity (and hopefully a decrease in stress!) during your workday. Creating a “business toolbox” that works efficiently for your position is often all it takes to set you apart as the savvy professional you’re capable of being.

If this isn’t something you’re currently successful with in your workplace, let us help! Reach out to us anytime at info@sortedout.com for a consultation.

Looking forward to hearing from you,

Tonia