Getting Organized

Hear ye! Rose is getting organized! All miracles are possible ;-)

I'm a chaotic and impulsive person. I've always hated self-discipline, schedules, and following rules. I still hate self-discipline, schedules and following rules... but now I need to get organized and productive.

Why?

As a scanner I always have many interests and several projects running simultaneously anyway. But lately it has gotten much worse. After defining my life's purpose and my core values, I got many ideas on how to express this message into the World. Then I experienced some more learning and growing. I gained confidence, my doubts faded. Going raw gave me the necessary energy. Eventually all those great projects appeared viable! I got more and more excited about them, and felt more and more pressure to implement my ideas.

But I was too messy to be able to take action efficiently. All those ideas! All those emails! And all those things to do! I felt completely overwhelmed. Most of my energy got lost on desperately trying to figure out what to do next, what to begin with. I was plagued by nagging feelings of guilt, and kept procrastinating out of sheer confusion.

That's why I need to get organized now. I get too many emails and have too many ideas that I want to implement, I cannot insouciantly live for the moment anymore. I know - most people first get productive and then begin to think about their life purpose and all those nebulous things. For me it was the contrary. I never could motivate myself to get productive without having an excellent reason to do so. But now that I have such a reason and know what I want to do, I can learn how to do it. I want to give myself the means to do a great job. So I need to learn a couple skills, and get highly productive!

Managing my Emails

My first step was to figure out how to deal with my emails in a more efficient way. My inbox was always full, it took me ages to reply to some emails, and the whole thing was quite draining. I asked a few people how they do it, and someone told me about the important vs. urgent concept. I think this is Stephen Covey's idea, isn't it?

Now my system is the following: I have five folders called 1, 2, 3, 4, 5.

1 is for urgent and important emails.
2 is for urgent but not that important emails.
3 is for important but not really urgent emails.
4 is for emails that are neither urgent nor important.
5 is for emails that need to wait for some date or some event before they can be replied or reacted to.

When I go through my inbox, I move each email to the appropriate folder, unless it's possible to reply in just a few words, like "Thank you very much, I wish you a wonderful day" or "Get lost, you bastard". In this case, I write back immediately. After all emails have been classified, the inbox is empty. Once a day I rapidly skim through all folders to see if some email needs to move to another folder. Then when I have some free time, I go through folders 1-4 and write back, beginning with folder 1, then folder 2, and so on. If I lack time to answer all emails, at least I can be sure that the most urgent and important stuff has been processed.

That's it.

It took me two or three days, but now my inbox and all folders are empty! And I'll never create such an email mess again. :-)

Managing everything else

Inspired by this success, I decided to apply the exact same system to other areas of my life. I use plastic boxes instead of folders, and instead of emails, I work with scraps of paper.

Whenever I think of some task that I need, have or want to do, I write it down on a scrap of paper, and throw this scrap of paper in the "inbox". If I know all the steps required for some project, I write every single step on a distinct scrap of paper, put the first one in the inbox and all others in box 5, the waiting box. Every time one step of the project is completed, the next one gets taken out of the waiting box. Once a day, I check the boxes and if needed redistribute the scraps of paper. And whenever I have some time, I open the first non empty box, and get going.

The good thing is that when I open a box and look at the tasks, I'm free to choose which one I'd like to complete now. This system is not as rigid as, for example, a calendar. I feel a lot more free this way, because even though I pick only something from this particular box, I still can listen to my intuition or improvise depending on my mood, the amount of time I have, the situation... It's much more fun than a to-do list, too. Almost like a lottery! Because of the huge amount of ideas I have, there are plenty of scraps of paper in my boxes. I usually don't remember what is in there exactly, so taking them out and pondering which one I'm going to tackle now is a lot of fun. :-)

Another good thing is that when I get bored with some task, I just put the scrap of paper back in its box, and choose another one. Yippeee! No guilt over not completing a job! This system is totally flexible. I'm free to spend as much or as little time on any task as I feel like to, to switch tasks as often as I want to, and to have as many projects as I'm interested in...

I also appreciate that I can use one single system to manage just everything in my life, be it buying food for the cat, designing my first eBook, or planning my kettlebell training. Such a comprehensive system is a good match for me, because there is no distinction, in my life, between career, hobbies, private life and public life.

The boxes are even big enough to contain letters. So I just put my mail in the same boxes as the scraps of paper.

Getting clear

The challenging part of this management system is that you need to know what's urgent, what's important, and what's not. For me this is no problem, because I know what my purpose is, my values, my goals, my priorities. I have it all together, only the organizational part was missing. I was ripe.

However, I can imagine that if you're not clear about what you truly want in life, or what's really important to you, this system is too foggy. So if you'd like to try it out, first define what urgent means in your world, and what is most important to you.

Big productivity boost

Thanks to this system, my productivity has increased by something like 500% in three days. It feels like playing. I go around with a big grin on my face, loudly claiming "I'm good! I'm so damn good! Yet another completed task! This is so much fun!". To the point that my friend Tom looked at me with a telling mien and observed "Self-praise stinks". :-D

The day I decided to get organized and productive, I immediately ordered a few appropriate books on Amazon. They haven't arrived yet, I guess I won't need them? Maybe they'll teach me some other useful principles. I'll keep you posted, in case I learn something interesting.

I wish you a productive day! :-)