Secrets of a Professional Organizer:
How to Work More Easily, Efficiently and Effectively

by Jerri N. Udelson

As a business consultant and professional organizer I’ve worked with many professionals and entrepreneurs in a variety of fields from architecture to software publishing to documentary filmmaking. I’ve also taught hundreds of adults in my course, “Managing Money, Time, and Clutter.” As a result of my work I’ve developed a few secrets I’d like to share.

  1. The key to being organized is FOCUS. Here’s a way to get maximum focus in a minimum amount of time: Think about the time of day when you have the most energy and ability to concentrate. (It might be early morning, mid-afternoon or even late at night. Usually it's not right after lunch!) Schedule projects that require lots of concentration and attention in two hour blocks of time during these so-called “peak energy periods.” Hold phone calls, close the office door and work. People report that they can often get six to eight hours of productive work accomplished in two two-hour peak energy periods each day.
  2. Schedule time for yourself to plan, organize your day, meditate, smell the flowers, whatever. Make an appointment with yourself in your datebook and keep it, as if it were an appointment with a client or supervisor. (It’s remarkable how often we are more available for others than for ourselves!)
  3. PLAN ahead before beginning a project or even a task. Ask yourself questions such as: When is this due? What's the best way to get it done? What’s the easiest way? Who can I enlist for support? What materials, information and other resources do I need? Fifteen minutes or more spent planning before embarking on a task can save you hours down the road.
  4. Break the project into manageable pieces and begin with the easiest one first. This tactic is particularly useful for tasks on which you've been procrastinating.
  5. Then scheduling a major project, allow extra time, since things usually take much longer than anticipated, especially if it’s the first time you’re attempting a particular project. If you think the report will take ten hours to write, allow fifteen. There‘s nothing wrong with finishing a project ahead of the deadline and taking yourself out to lunch to celebrate!
  6. Learn to say NO!! Before embarking on a new project or task, ask yourself, “Do I really want to do this?” “Is it in keeping with my values, goals and priorities?” If not, say no.
  7. Set up home and office systems to support you. Reorganize your files so that the most important information is in the top drawer at the front of the files and easily retrievable. Purge files twice a year. Set up a sensible and simple system that works for you. There is no need to save every piece of paper that crosses your desk, but if you do save something, file it so that you can find it again easily. (There are lots of good books available on this topic.)
  8. Learn to process mail quickly, using the following categories: To read, To do, To pay, To file, and Trash. Cancel subscriptions to magazines you no longer read, and throw out newspapers that have collected unread at the same time each week. (How about the evening before trash and recycling day?) You can always go to a library if you need to get a newspaper article. Save catalogues to read on airplanes, when you have a few spare minutes, or when you want to relax.
  9. Invest in good quality office furniture, especially a chair that supports your back and computer furniture that permits you to work in comfort.
  10. When arranging your office, put active files, supplies, books and other materials you constantly use close at hand, either on top of the desk, in the drawers, or in the file drawer of the desk. Put secondary materials you occasionally use farther away from your desk. Archive files you no longer use but must keep for legal and tax purposes (such as old tax returns and backup information) in archival storage (what I call "Siberia"—be it a garage, attic, or spare closet).
  11. Desk-top hanging files (called “hot files”) are terrific. Use one for current projects and other important papers that you regularly need. Desk-top vertical files are much better than the usual stack of horizontal “in” boxes which can become dumping grounds for papers and periodicals.
  12. Finally, allow time at the end of each day to review your “to do” list, to cross off items you’ve accomplished, and to reschedule other tasks for a later time. Put away papers and other materials on your desk so that you can begin anew the next day. It’s also a good idea to spend a few minutes on Sunday evenings previewing the upcoming week to see what's expected of you and to schedule some time for yourself.

Try these tips and you may find your business and personal life running more smoothly, with more time available to you for your own personal goals and priorities—and hopefully, less stress.

©1994 by Jerri N. Udelson